* * * * *
ARTICLE I — NAME AND LOCATION OF PRINCIPAL OFFICE
1.1
Name
The name of the corporation is 1960 SAILORS ASSOCIATION
INC., (hereinafter the "Association") a nonprofit corporation
organized and operated under Nevada Revised Statutes ("NRS"), chapter
82. The Association may also use such similar names and related logos and marks
as the Board of Directors (hereinafter the "Board") of the Association
may from time to time authorize.
1.2
Location
The principal office of the Association shall be the
residence of its President and Chair of its Board (initially, Howard B. Levy, at
252 Hickory Hollow Avenue, Las Vegas, Nevada 89123) or such other principal
office as
the Board may from time to time authorize. Meetings of the members of the
Association and the Board may be held at such places as may be designated by the President/Chair.
ARTICLE II — PURPOSE AND POWERS OF THE ASSOCIATION
2.1
Purpose and powers
The purpose and powers of the Association shall be as set
forth in Article III of its Articles of Incorporation and, so long as they are
consistent in all material respects therewith, those purposes to be set forth in
any mission statement and other resolutions that the Board may adopt from time
to time. For reference purposes, Article III of the Association’s Articles of
Incorporation reads as follows (may not be amended without filing corresponding
amendments in the Articles of Incorporation with the State of Nevada, Office of
the Attorney General):
"This Association shall be organized and operated
exclusively for pleasure, recreational and other similar nonprofitable
purposes intended to provide for and promote personal contact, commingling and
fellowship among its members.
"Notwithstanding any other provision of these Articles
to the contrary, or in the Bylaws of the Association, the Association shall
not carry on any other activities to any extent not permitted to be carried on
by, or that would threaten the tax-exempt status of, an organization exempt
from federal income tax under Section 501(a) that is described in Section
501(c)(7) of the United States Internal Revenue Code (IRC) or the
corresponding provisions of any future revised IRC.
"Accordingly, the Association shall have the following
powers:
‘To operate as an alumni association whose members
collectively constitute the graduating class of 1960 of Oceanside High
School, Oceanside, New York, and to plan and promote periodic class
reunions, trips and other similar social events for members, to maintain a
website that contains, among other things, extensive nostalgic information
about our time together in high school days and a class directory to
facilitate communications among members, and from time to time to
communicate with its members and engage in such other activities that shall
be intended primarily to promote emotional ties and fellowship among
Association members based on common feelings of fond nostalgia for our
shared experiences as adolescents and pride in our home town and high school
communities, the Oceanside High School class of 1960, and in this
Association.’"
ARTICLE III — ASSOCIATION MEMBERSHIP
3.1
Members
As set forth in Article VI of the Association’s Articles of
Incorporation, the Association’s membership shall be limited to bona fide
members of the graduating class of 1960 of Oceanside High School, Oceanside, New
York, as determined pursuant to criteria set forth in this paragraph. For
purposes of establishing eligibility for Association membership, "bona
fide members of the graduating class of 1960 of Oceanside High School"
shall be deemed to include:
3.1.1
1960 graduates
Those alumni of Oceanside High School who were graduated
with the class of 1960 and listed as graduates in its commencement exercises
program booklet dated June 26, 1960 or the 1960 edition of our yearbook, Spindrift.
3.1.2
Other 1960 classmates
Those who attended at least two consecutive years at
Oceanside High School or Oceanside Junior High School during the period from
September 1954 through June 1960 and who normally would have been graduated
from Oceanside High School as a member of the class of 1960 but who for
whatever reason did not.
3.2
Classes of membership
The Association’s membership shall be divided into the
following two classes:
3.2.1
Active Members
Any person who qualifies for membership under
Sec. 3.1 of
these Bylaws and who shall have paid his or her current dues, as prescribed
by the Board, shall be considered an Active Member. For purposes of this
section, any member who has ever paid "Lifetime Dues" as may be
established from time-to-time at the discretion of the Board, shall from
that time and at all times hence be deemed to have paid his or her current
dues. Active Members shall be entitled to vote and to receive such other
benefits as the Board may from time to time establish. However, unless the
Board decides to seek a membership vote on any other matter, the results of
which vote shall solely to obtain a sense of the membership and shall not be
binding upon the Board, pursuant to Article VI of the Association’s
Articles of Incorporation, voting rights of Active Members shall be limited
to the annual election of Directors, to be conducted in accordance with the
procedures described in Secs. 4.4 and 5.3 of these Bylaws.
3.2.1.1
Lifetime Active Members
Active Members who have elected to prepay eight (8)
years’ annual dues at any single time shall be designated on the
records of the Association as Lifetime Active Members and thereafter
shall receive all the rights and privileges of Active Members with no
further dues payment obligation for the reminder of their natural lives.
There shall be no credit allowed toward the required prepayment for
lifetime membership for any annual dues previously paid for prior years’
membership.
3.2.2
Inactive Members
Any person who qualifies for membership under
Sec. 3.1 of
these Bylaws and who has not paid his or her current dues shall be
considered an Inactive Member. Inactive Members shall not be entitled to
serve on Association committees or as Directors or Officers, to nominate
prospective Directors, or to receive ballots (see Sec. 4.4) or vote for their
election or for any other matter but shall be permitted to receive notice
of, and to and participate in, Association-sponsored social events; however,
at the sole discretion of the Board, Inactive Members may be required to pay
higher admission fees to attend such events than Active Members are.
ARTICLE IV — MEETINGS OF MEMBERS
4.1
Annual or regular meetings
There shall be no annual or other regular meetings of the
members of the Association required.
4.2
Special meetings
Special meetings of the members of the Association shall be
held at times and places as may be determined from time to time solely at the
discretion of the Board. Written notice of any such meetings shall be provided
to Active Members by either e-mail, facsimile or traditional mail, addressed to
his/her last known address, facsimile telephone no. or e-mail address, at least
thirty (30) days in advance. Personal service of written notice, facsimile
written notice, or telephone oral notice, may be used in the place of written
mailed, facsimile or e-mailed notice but shall not be required. The purpose of
the meeting shall be stated in the notice, regardless of its form. All members
may attend any membership meeting, but only Active Members shall be entitled to
receive notices, although others may at the option of the Board or individual
Directors, and may vote and be counted for quorum purposes.
4.3
Quorum at membership meetings
The physical presence of at least ten (10) Active Members
shall constitute a quorum for the transaction of any business at any membership
meeting. Active Members present at a duly noticed or otherwise legally held
membership meeting at which a quorum was initially present may continue to
conduct business until adjournment notwithstanding the subsequent withdrawal of
sufficient number of Active Members to reduce attendance to less than the number
necessary to constitute a quorum. In the absence of an initial quorum, no
business shall be transacted; other than to adjourn the meeting to another time
for which other notice need not be given.
4.4
Voting
Voting
for the election of Directors shall be in writing and, even if a membership
meeting is to be held, shall be by mail, facsimile or e-mail (hereinafter
referred to collectively as “mail ballots”), to be distributed to and
returnable by all Active Members by either e-mail, facsimile or traditional
mail, addressed to his/her last known address or facsimile telephone no., at
least thirty (30) days in advance of the scheduled election date, which
ordinarily shall be no later than 30 days prior to the end of the
Association’s fiscal year (Sec. 8.5
of these
Bylaws), beginning with the fiscal year ending in 2005, or as soon as practical
thereafter. Provision may be
made for the submission of e-mail ballots through the Association’s website.
Use of a registered password may be required to authenticate any ballots
returned through the Association’s website or otherwise by e-mail or
facsimile. Each
Active Member shall be entitled to one vote for each opening on the Board. In
the event of any duplicate votes by any Active Member for the same candidate,
only one such vote shall be counted, and the other votes shall be considered
invalid. Any Member submitting
payment of dues for the ensuing year with or prior to a ballot shall be
considered an Active Member for purposes of counting that ballot. Matters
to be voted upon other than the election of Directors, such as described in Sec.
3.2.1,
above, may be voted upon either in person, at a duly noticed special meeting, or
similarly by mail ballot. Except as
otherwise provided in these Bylaws or the Association’s Articles of
Incorporation, the vote of a majority of the Active Members voting, either at a
duly noticed or otherwise legally held meeting thereof at which a quorum was
initially present, or for mail ballots, at least ten (10) authentic mail ballots
submitted, shall be necessary for and sufficient to constitute an act of the
members of the Association. If a
sufficient number of mail ballots have been received by the announced deadline (Sec. 5.3
of these Bylaws) for the submission of ballots, the balloting shall be
automatically closed at 6 p.m. on that day, and no ballots received subsequently
shall be counted. Any election held
by mail balloting shall be considered invalid and shall be held open beyond its
announced ballot deadline until the tenth ballot is received at which time the
balloting shall be declared closed immediately, and no ballots received
subsequently shall be counted. With
regard to the election of Directors, once the balloting is closed, the
candidate(s) having received the highest number of votes shall be declared duly
elected, one at a time in descending order base on the number of votes received,
without regard to any majority vote that might otherwise have been required,
until all open Board positions have been filled, following which the election
shall be declared closed.
4.5
Proxies
Proxies may not be used for purposes of membership voting, in
person or by mail ballot, on any matter, obtaining a quorum or any other
purpose.
4.6
Procedures at membership meetings
Procedures for conducting meetings shall ordinarily be
informal and determined at the sole discretion of the President/Chair or other
presiding Officer. However, in the event of a challenge to or dispute with any
procedure so adopted, the rules contained in the most current edition of Robert's
Rules of Order Newly Revised shall govern the convention in all matters to
which they apply, except that in all cases, the President/Chair shall have the
same voting power as any other Active Member, and provided they are not
inconsistent with these Bylaws or in the Association’s Articles of
Incorporation.
ARTICLE V — DIRECTORS AND THEIR ELECTION, MEETINGS AND
DUTIES
5.1
Composition, responsibility and authority of the Board
The governing body of the Association shall be called the
Board of Directors (referred to elsewhere herein as the "Board"), and
shall be composed of a minimum of three (3), if possible, and a maximum of nine
(9) elected (or appointed pursuant Sec. 5.5) Active Members. The Board shall be
responsible to perform any and all duties imposed on it by law, the Association’s
Articles of Incorporation or these Bylaws. Except as otherwise provided by law,
the Association’s Articles of Incorporation or these Bylaws, (i) the Board is
invested with complete and unrestrained responsibility and authority in the
management of all of the affairs of the Association, and is authorized to
exercise its entire corporate authority, and (ii) the vote of a majority of the
Directors then present (including pursuant to Sec. 5.7 of these Bylaws) at a
duly noticed or otherwise legally held meeting at which a quorum was initially
present, or to the extent permitted by law (NRS 82.276), a vote taken without a
meeting authorized by written consent of Directors holding at least a majority
of the voting power, shall be necessary for and sufficient to constitute the act
of the Board.
5.2
Compensation
No Director or Officer of the Association shall receive any
compensation for any service he/she may render to the Association, nor may he or
she receive any admission to any Association events or any other goods or
services provided by the Association to its members at prices less than is
charged to other Active Members, except as otherwise provided for in Sec. 8.4 of
these Bylaws. However, any Director or Officer may be reimbursed for his/her
actual expenses incurred in the performance of his/her duties as a Director or
Officer. Reimbursable expenses shall in no event include the cost of travel or
lodging in connection with Board or membership meetings or Association-sponsored
social events.
5.3
Nomination and election of Directors
The
Active Members shall elect Directors annually by mail ballot pursuant to Sec. 4.4
of these Bylaws and such additional election procedures, consistent
therewith, as the Board may adopt from time to time.
Except as otherwise specified in these Bylaws, annual elections of
Directors shall occur shortly prior to the beginning of each fiscal year.
Each Active Member shall be entitled to vote for one nominee for each
vacancy, but may vote only once for any one nominee.
Nominations of prospective Directors to be printed on the mail ballot
distributed to Active Members for elections to the Board shall be made by
the then standing Directors, including any Directors whose terms are
expiring, whether standing for re-election or not.
For any name to be included on a ballot to be provided for use by the
Active Members, the Active Member status of the nominee must be verified,
and his or her willingness to serve as Director must have been confirmed to
the Director making the nomination, prior to distribution of the ballot.
Nominations by Directors shall be submitted as instructed no less
than 30 days prior to a scheduled ballot distribution date. The number of
nominees to be printed on the mail ballot shall not exceed three candidates
for every Board vacancy available to be filled, but not less than one
candidate for each of the minimum number of vacancies necessary to achieve a
Board of at least three (3) Directors. The
mail ballot shall also provide for up to one write-in candidate for each
vacancy, including nominating one’s self, but any votes received for any
submitted candidate shall be discarded unless the candidate agrees to become
an Active Member. Ballots
distributed shall prominently display instructions including a deadline for
their submission, which ordinarily shall be seven (7) days prior to the end
of the Association’s fiscal year (Sec. 8.5
of
these Bylaws). The
foregoing notwithstanding, at any time there is a vacancy on the Board (i.e.,
there are fewer than nine (9) Directors) 60 days or more prior to a
scheduled ballot mailing, the Board shall have the power to appoint any
Active Member to fill such vacancy or vacancies effective immediately by
majority vote.
5.4
Terms of office of Directors
Except
as otherwise specified in Sec. 5.5
of these Bylaws, terms of office of Directors shall begin on the later of the
day of election or appointment or the first day of the fiscal year immediately
following each annual election and be staggered as follows.
Initially, one-third (1/3) of those Directors shall be elected for terms
of one (1) full fiscal year, one-third (1/3) of those Directors shall be elected
for terms of two (2) full fiscal years, and one-third (1/3) of those Directors
shall be elected for terms of three (3) full fiscal years. Thereafter, each
Director shall be elected to serve a term of three (3) full fiscal years.
The foregoing notwithstanding, Directors’ terms shall ordinarily end on
the last day of the last fiscal year even if elected or appointed after the
beginning of a fiscal year and, except as otherwise provided for in Sec. 5.4
of these Bylaws, Directors shall be expected to serve their full terms, or until
a qualified successor Director shall be elected, whichever is longer.
If, however, the Board is populated with sufficient continuing Directors
to constitute the required minimum of three (3) Directors, a Director whose term
is due to expire shall not be expected to continue in office but may do so, if
willing, until a qualified successor is elected.
There shall be no limit on the number of successive terms of office for
which Directors may be eligible to serve as such.
5.5
Resignation or removal and replacement of Directors
Any Director may resign at any time, by giving written notice
to the Board, the President or the Secretary. Such resignation shall take effect
on the date of the receipt of such notice or any later time specified therein
and unless otherwise specified therein, the acceptance of the resignation shall
not be necessary to make it effective. If any Director should fail, without good
cause, to attend any three (3) successive Board meetings or otherwise be
determined by majority vote of the Board to have had excessive absences from
duly noticed Board meetings, shall be formally requested by letter from the
Secretary to resign his or her position on the Board, or to attend the next
Board meeting to demonstrate his or her commitment to the Association and to
present reasons why he or she should be permitted to continue service as a
Director. Following such presentation, if any, the subject Director shall be
excused from the meeting, and the remaining Directors shall discuss and then
vote on the question of retention or removal. In addition to the possibility of
removal for non-attendance, any Director may be similarly removed for good cause
as may be determined by the other Directors. Should any Director resign from the
Board or cease to be an Active Member, or should any vacancy on the Board arise
for any cause whatsoever, the office shall be declared vacant at the next
meeting of the Board. At such meeting, the Board (by majority vote) shall have
the discretion to appoint a new Director from among the then Active Members to
serve for the unexpired term of the Director so replaced.
5.6
Board meetings
Board meetings shall be held at least once each fiscal year,
in person or via telephone or internet conferencing or similar technology, such
as to enable a Director to hear and participate in Board deliberations from a
remote location, at such time or place that the President/Chair may designate,
subject to a minimum of thirty (30) days’ written notice, by mail, personal
service, facsimile, e-mail, or telephone, such notice to include the principal
purpose of the meeting. Any Director may waive notice, or any irregularity
therein, either by written waiver or by attendance at the meeting. A more
formal, detailed agenda for each Board meeting will be distributed to each
Director at least five (5) days prior to the scheduled meeting date.
5.7
Proxies and remote attendance by Directors
Proxies may not be used by Directors for quorum
determination, voting or any other purpose. However, attendance at Board
meetings via telephonic or live internet conferencing or similar technology,
such as to enable a Director to hear and participate in Board deliberations from
a remote location, shall be deemed the equivalent of attendance in person for
all such purposes.
5.8
Quorum of Directors
At any Board meeting, a majority of the standing Directors
shall constitute a quorum for the transaction of business. Directors present at
a duly noticed or otherwise legally held Board meeting at which a quorum was
initially present may continue to conduct business until adjournment
notwithstanding the subsequent withdrawal of sufficient Directors to reduce
attendance to less than the number necessary to constitute a quorum. In the
absence of a quorum, no business shall be transacted, other than to adjourn the
meeting to another time for which other notice need not be given.
5.9
Procedures at Board meetings
Procedures for conducting meetings shall ordinarily be
informal and determined at the sole discretion of the President/Chair or other
presiding Officer. However, in the event of a challenge to or dispute with any
procedure so adopted, the rules contained in the most current edition of Robert's
Rules of Order Newly Revised shall govern the convention in all matters to
which they apply, except that in all cases, the President/Chair shall have the
same voting power as any other Active Member, and provided they are not
inconsistent with these Bylaws or in the Association’s Articles of
Incorporation. The following shall be the customary order of business at Board
meetings:
-
Call to order
-
Approval of minutes
-
Committee reports
-
Old business
-
New business
-
Good of the order
-
Adjournment
ARTICLE VI — OFFICERS AND THEIR ELECTION AND DUTIES
6.1
Nominations and term of office of Officers
Except in circumstances described in
Sec. 6.3 of these
Bylaws, the Association’s Officers shall be nominated from among the then
standing Directors and elected to their respective offices annually by the Board
pursuant to Sec. 6.2 hereof. No prospective Officer shall be nominated unless he
or she has previously confirmed his or her willingness to serve to the Director
making the nomination. Officers shall consist of a President, a Vice-President
(optional at the discretion of the Board), a Secretary and a Treasurer, and
shall serve without compensation for their services as such. Officers’ terms
shall ordinarily be for one full fiscal year or until the next annual election,
whichever is longer, and there shall be no limit on the number of successive
terms of office for which Officers are eligible to serve as such.
6.2
Election of Officers
The election of Officers by the Directors shall take place as
the first order of business at a Board meeting to be convened as soon as
practical following each annual election of Directors. The election will be held
by first taking nominations for each office in the order set forth in Sec.
6.1,
above, and then voting on each such office in that same order. The vote shall be
by a show of hands unless any Director requests a vote by secret, written
ballot, which ballots shall be counted by an ad hoc committee of two
Directors to be selected for that purpose by a vote of all Directors present. A
simple majority of the voting Directors is required for election of any Officer.
If there are more than two candidates for any office and none obtain a majority
of the votes, the two candidates with the largest number of votes will have a
run-off election. If there is a tie, the Chair will determine the winner by a
flip of a coin.
6.3
Resignation or removal and replacement of an Officer
Any Officer may resign at any time, by giving written notice
to the Board, the President or the Secretary. Unless clearly specified in such
notice, a resignation as an Officer shall not be understood to mean a
resignation as a Director. Such resignation shall take effect on the date of the
receipt of such notice or any later time specified therein and unless otherwise
specified therein, the acceptance of the resignation shall not be necessary to
make it effective. Should any Officer resign, cease to be a Director, or should
any vacancy in any office arise for any other cause whatsoever, the office shall
be declared vacant at the next meeting of the Board, and at such meeting the
President shall (after discussion with other members of the Board) have the sole
discretion to appoint a new Officer from among the remaining Directors. Any such
appointee shall serve for the unexpired term of the Officer replaced and be
subject to re-election thereafter.
6.4
Duties of Officers
The duties of the Officers of the Association shall be as
follows:
6.4.1
President
The President shall be the Chief Executive Officer of the
Association with the power to supervise and direct the Association's affairs
and to execute documents to the extent not specifically entrusted to some
other Officer. The President shall preside at all meetings of the members and
the Board, thus serving also as Board Chair. The President shall also be the
principal spokesperson for and represent the Association or appoint others to
do so in specific circumstances including, but not limited to, serving as a
liaison to the Oceanside Union Free School District, Oceanside High School and
affiliated and other Oceanside community organizations. The President shall
also have all powers ordinarily held by those in similar offices as provided
by law.
6.4.2
Vice-President
The Vice-President, if any, shall assume the duties of the
President during the President's absence including, without limitation, the
duty to preside over meetings of the members or the Board and to represent the
Association or the President and assist the President in any way such
assistance may be requested by either the President or the Board or otherwise
becomes obviously necessary. If the office of Vice-President is vacant, such
duties shall be assigned to other Officers, as necessary, by the President or
if the President is unable to do so, by the Board.
6.4.3
Secretary
The Secretary shall keep and maintain the minutes of all
membership and Board Meetings and a membership directory and database. The
Secretary shall also provide any required notice of all membership and Board
Meetings.
6.4.4
Treasurer
The Treasurer shall serve as the Association’s Chief
Financial Officer, and oversee the preparation of the annual budget, select
depositaries for the Association’s monetary resources, recommend for
approval by the Board investment policies,
programs and plans in accordance with Sec. 8.7 of these Bylaws
for any investible funds of the Association, prepare or oversee the monthly
reconciliation of the Association’s bank accounts and investment accounts,
if any, maintain the financial books and records of the Association, and
develop and recommend to the Board for adoption in the form of resolutions or,
to the extent consistent with such Board resolutions, institute unilaterally,
pursuant to his or her responsibility and authority, and monitor the
effectiveness of, appropriate internal control policies and procedures
designed to safeguard the Association’s resources and to reasonably assure
both the preparation of reliable financial reports and compliance with
applicable laws, regulations, member-imposed restrictions (see Sec. 8.1 of these
Bylaws) and Board policies, as contained in these Bylaws and its resolutions,
that have financial implications. In that regard, the Treasurer shall assure
that annual federal information returns (Form 990) and any other required
regulatory reports are prepared properly and filed timely, shall report on the
Association's financial condition at all meetings of the Board, and also shall
cause annual financial statements to be prepared in accordance with generally
accepted accounting principles and made available timely to the Association’s
Board and its Active members.
ARTICLE VII — COMMITTEES
7.1
Purposes, appointment and constitution of committees
The Board shall designate a standing Reunion Committee
(Sec. 7.3.1) and
such other committees with such duties as the Board may from time to time
determine to be appropriate to assist the Officers and the Board to carry out
the purpose of the Association. Committees may either be standing or ad hoc.
Each Committee shall be chaired by a Director selected by the Board, and shall
have as many other members as may be selected and recruited by and at the
discretion of the committee chair from among the other Directors and Active
Members of the Association.
7.2
Committee meetings
Each committee shall meet, in person or via telephone or
internet conferencing or similar technology, such as to enable a Director to
hear and participate in Board deliberations from a remote location, at such
times and places as its chair may call, and will report all of its actions to
the Board.
7.3
Authority of committees
Except as specified in
Sec. 7.3.1 of these Bylaws, each
committee shall be authorized only by written resolution of the Board to act on such
matters as the Board may from time to time determine. For convenience and
clarity in granting Board authorizations to committees, the authorizing Board
resolution shall clearly specify, to the extent practical in the circumstances,
whether the authority granted the committee for that specific matter is
investigatory (study specified item and report back to Board with
recommendations) or action (proceed with specified item including expenditures
within specified budgetary parameters). Action authorizations requiring
expenditures must comply with the internal control policies and procedures
governing expenditures, as prescribed by the Treasurer or the Board. To the
extent not clearly set forth in an authorizing resolution, each committee chair
shall be responsible to consult with the President to determine which, if any,
significant decisions of the committee should be brought before the Board for
approval before proceeding with any action.
7.3.1
Reunion Committee
The Reunion Committee shall, at
all times, be chaired by the Association’s President and shall have at least
one other Director among its committee members.
All members of the Board shall receive notice of all Reunion Committee
meetings and shall have the opportunity to serve on the Reunion Committee or
to attend meetings thereof ex officio
at their own discretion. For that
reason, the Reunion Committee shall have full responsibility and unrestricted
authority to determine the time, place, scope of activities and to arrange all
details of all Association-sponsored class reunions, subject only to (i)
budgetary restraints with regard to the expenditure of any funds not
reasonably assured to be covered by admission fees charged to attendees, and
(ii) approval by the Board for significant related contracts to be entered
into by the Association, such as for catering and music.
ARTICLE VIII — FINANCIAL MATTERS
8.1
Special-purpose funds
The Association’s books of account shall be designed and
maintained to provide appropriate accountability for special-purpose funds,
utilizing the principles of what is commonly known as "fund
accounting." Special-purpose funds shall include a Reunion Fund, a Website
Fund and any other special-purpose funds as may be deemed necessary and
appropriate from time to time by the Treasurer or the Board to assure proper
accountability. Special-purpose funds shall be credited with all dues or other
classes of revenues as may be allocated or otherwise designated thereto by the
Board or in-substance donations with member-imposed restrictions to such purposes and
charged only with expenditures directly attributable to such special-purposes.
Expenditures for such special purposes shall be charged to the appropriate
special-purpose fund only when the fund balance is positive. Once such
special-purpose fund balance is totally depleted, such expenditures shall
thereafter be charged to general unrestricted funds until special-purpose funds
become available once again. At any given time, such special-purpose funds may
contain any combination of permanent or temporary member-restricted funds and
board-designated unrestricted funds, each category of which shall be accounted
for separately on the books of account and presented separately in the
Association’s financial statements in accordance with generally accepted
accounting principles. Physical segregation of special-purpose funds, for
example, in separate bank accounts shall not be required, but shall be permitted
when deemed appropriate for practical access purposes, subject to appropriate
prescribed control policies and procedures, but not as a substitute for sound
fund accounting practices.
8.2
Dues and other revenue sources
The Association’s routine activities shall be supported
from annual membership dues, fees for admission to Association-sponsored events
and such other sources as the Board may from time to time determine to be
appropriate. Dues invoices shall be available at all times on the Association’s
website and shall be provided by e-mail to all members, active and inactive, by
e-mail at least annually between May 15 and June 1, each year. In addition, if
budgeted funds are available for postage for this purpose, formerly Active
Members, who have not renewed their membership by paying their dues by July 1,
each year, may receive invoices by traditional mail.
8.2.1
Dues allocations
Unless changed by future action of the Board, 20% of all
dues revenues shall be allocated to the Reunion Fund to provide resources that
may be used to defray costs incurred in connection with class reunions and
similar Association-sponsored social activities not expected to be adequately
funded by admission fees, including possible financial assistance to needy
members as provided for in Sec. 8.4 of these Bylaws, and 20% shall be
allocated to the Website Fund to be used to support further development and
maintenance of the Association’s website.
8.2.2
Dues obligations and invoices
Dues obligations for Active Members shall be effective beginning with the
Association’s first full fiscal year (Sec. 8.5)
ending in 2005. All dues invoices provided to members by any medium
pursuant to Sec. 8.2 shall include notice to members about the allocations
described in Sec. 8.2.1 of these Bylaws, thus enabling them to be accounted for
under generally accepted accounting principles as restricted contributions.
Nevertheless, such invoices shall also contain notice to members that such
allocations shall be subject to the Board’s "variance power" as
follows:
"The Board of Directors reserves the right to
unilaterally redirect these dues allocations for use or uses other than
their originally designated purposes if in its sole judgment (without the
necessity of the approval of the dues-paying member), use of such funds for
the originally designated purpose becomes, in effect, unnecessary,
impossible, or inconsistent with the needs of the membership, at large, or
the Association’s ability to accomplish its overall purpose."
8.3
Depositaries
All Association funds shall be deposited in the Association’s
name into such accounts with financial institutions as may from time to time be
selected and maintained by the Treasurer or the Board subject to internal
control policies and procedures adopted by resolution of the Board or, to the
extent consistent with such Board policies and procedures, instituted by the
Treasurer pursuant to his or her responsibility and authority as Chief Financial
Officer.
8.4
Distribution of Association funds
Association funds shall be disbursed only in furtherance of
the Association purpose, as set forth in Article III of the Association’s
Articles of Incorporation and in Sec. 2.1 of these Bylaws, and in all material
respects, in compliance with the budgetary controls described in Secs. 8.6 and
8.6.1, and the other applicable internal control policies and procedures
described in Sec. 6.4.4, of these Bylaws. As is required for all organizations
exempt from federal income tax under Section 501(a), and described in Section
501(c)(7), of the IRC, and as provided for in Article VII of the Association’s
Articles of Incorporation, Association funds shall not be expended for, or inure
to, the benefit of any member, Director, or Officer of the Association or any
private individual. The foregoing notwithstanding, the Board is authorized to
allocate, set aside and expend Association resources, in its sole discretion, in
accordance with procedures as may be adopted by the Board from time to time to
be applied for this purpose, principally by subsidizing travel costs and waiving
or discounting event admission fees, so as to provide financial assistance to
members who are in need to enable them to attend an Association-sponsored social
event, such as a class reunion, if deemed in good faith by the Board to be for
the collective benefit of all members who might attend such event and,
therefore, clearly in furtherance of the Association’s purpose, that is,
"to provide for and promote personal contact, commingling and fellowship
among its members."
8.5
Fiscal year
The Association shall maintain its financial books and records, conduct its
annual elections of Officers and Directors and assess its membership dues on the
basis of a fiscal year ending on June 30.
8.6
Annual budget
The Association shall adopt an annual budget for and in
advance of each fiscal year of operation. A proposed budget for the ensuing
fiscal year shall be prepared and submitted for deliberation, modification, if
necessary, and approval and adoption, to the Board by the Treasurer (or a Budget
and Finance Committee to be chaired by the Treasurer) no less than 30 days prior
to a scheduled Board meeting at which the proposed budget is to be discussed,
which ordinarily shall be no later than 30 days prior to the end of the
Association’s fiscal year or as soon as practical thereafter. In preparing the
proposed budget, the Treasurer or Budget and Finance Committee shall be expected
to consult with and obtain input from the chairs of any committees whose
activities are reasonably expected to impact the Association’s budgetary needs
and financial performance for the ensuing fiscal year. For ease of monitoring
performance against the budget, it shall be prepared on the accrual basis of
accounting, presented for approval and adopted in substantially the same format,
and although prepared at an appropriate level of detail, shall be summarized for
presentation at the same level of detail expected to be presented in the
Association’s Statement of Activities to be included in its annual financial
statements for the budget year. The annual budget shall not be regarded as
absolutely restrictive as to expenditures on a line-by-line basis but shall
serve as a general plan and as a control device only on an overall basis.
8.6.1
Budget revisions and variances
Except in extreme circumstances as may be determined by
the Board, it shall be the general policy of this Association not to permit
revisions to its annual budget, once approved and adopted but, instead,
significant variances may be approved from time to time by action of the
Board as circumstances warrant it, depending upon perceived needs and the
extent of funds available for intended purposes. The approval of such budget
variances, and budget revisions, if any, shall be recorded in the minutes of
the appropriate Board meetings.
8.7
Investments
In the event the Association shall have accumulated financial
resources substantially in excess of its foreseeable short- or medium-term cash
outflow needs, it shall be incumbent upon the Treasurer to develop a proposed
formal investment policy and an investment program or plan consistent therewith
to present to the Board for its deliberation and possible approval. In the
meantime, the Treasurer shall be authorized to invest Association funds in
excess of its relatively short-term operating needs only in highly liquid,
relatively risk free, short-term, interest bearing vehicles, such as money
market accounts or funds, or certificates of deposit or U.S. Treasury bills,
with reputable banks or other financial institutions (for example, securities
brokerage firms), that are known to be financially sound.
ARTICLE IX — AMENDMENT OF BYLAWS
9.1 Amendment of Bylaws
These Bylaws may be amended only by a two-thirds (2/3) vote
of the Directors, provided that a copy of the proposed amendment(s) shall be
provided to each Director within thirty (30) days prior to such vote, either (i)
taken of by those then present at a duly noticed or otherwise legally held Board
meeting at which a quorum was initially present (including pursuant to Sec. 5.7
of these Bylaws), or (ii) taken without a meeting authorized by written consent
of Directors holding at least two-thirds (2/3) of the voting power; to the
extent permitted by law (NRS 82.276).
* * * * *
THE FOREGOING BYLAWS WERE DULY READ, CONSIDERED,
AND APPROVED BY THE SOLE MEMBER OF THE BOARD OF DIRECTORS ON
THE 21ST DAY OF FEBRUARY, 2004.
IN WITNESS WHEREOF, the
undersigned has subscribed this instrument as President and Secretary of the
Association on the day and year above written.
1960 SAILORS ASSOCIATION INC.
By:
/S/ Howard B.
Levy
President and Secretary
252 Hickory Hollow, Las Vegas, Nevada 89123-1177 • 702/279-5389
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