Bylaws

North Carolina LEGO Train Club

Bylaws

As voted and approved on: February 15, 2014

 

Section 1 – Name:

 

1.1 – The organization’s name shall be the “North Carolina LEGO Train Club”, abbreviated to “NCLTC”, as needed.

 

1.2 – LEGO is a trademark of the LEGO Group of companies and NCLTC is not affiliated with the LEGO Group.

 

Section 2 – Purpose:

 

2.1 – The North Carolina LEGO Train Club is a non-profit educational organization dedicated to creating and maintaining public awareness of, appreciation for, and fellowship related to LEGO, LEGO Trains, and other LEGO

related hobbies, primarily through discussion and presentation at events that celebrate the historic and ongoing

contribution of LEGO to the community.

 

Section 3 – Nature and Purpose: 

 

3.1 – The property of NCLTC, if any, is irrevocably dedicated to charitable purposes.  No part of the net income or assets of the Club shall inure to the benefit of private persons

 

Section 4 – Eligibility for Membership:

 

4.1 – Individuals and families are eligible for Membership on fulfillment of all of:

  • Payment of initial dues.
  • Acceptance of the Club Bylaws.
  • Submitting a completed application for membership providing required information.
  • Acceptance and approval of the application by the VP.

 

4.2 – There is no geographic or residency requirement to join NCLTC.

 

Section 5 – Member Rights:

 

5.1 – NCLTC Members shall enjoy these rights:

  • Communicate with other club members and participate in online discussion groups
  • Cast ballots in member votes
  • Nominate and/or run for Club office
  • Review Club financial and membership status
  • Attend Club meetings and events
  • Receive Club Give-a-ways

 

5.2 – Membership term is annual and is based on a calendar year cycle.

 

Section 6 – Club Officers:

 

6.1 – Each officer shall be separately and individually elected by the Members.  The term of office for all officers shall run concurrently and shall be for two years.

 

6.2 – There is no restriction on the number of consecutive or total terms of office that a Member may hold.

 

6.3.1 – No member may be selected to hold more than one office unless the membership of the Club is less than ten. (10).

 

6.3.2 – If the total Club membership is below, or falls below ten (10), the roles of President and Vice President shall be combined as well as the roles of Secretary and Quartermaster.

 

6.4 – Listed in seniority order, the officers of the club are:

  • President
  • Vice President
  • Treasurer
  • Secretary
  • Quartermaster

 

6.5 – The officers of the Club form the Executive Committee.

 

6.6 – All Club officers shall be democratically elected from among the Members, by the Members. Each officer

shall hold office until his or her successor has been duly elected or until his or her death, resignation, or removal in the manner hereinafter provided. The voting process shall be carried out by the current Executive Committee, which shall hold in office until the new officers have been elected and have assumed office.

 

6.7 – Officer candidates shall be nominated, and their names voted on by Club members.

 

6.8 – Any Member in good standing and who is 18 years of age or older is eligible to be nominated as a Club officer.

 

6.9 – Nominations for the offices shall open no less than one month prior to the scheduled election of officers.

 

6.10 – Nominations may be submitted in writing to any member of the current Executive Committee, or made

public on the electronic communication medium then in use by the Club.

 

6.11 – A nomination shall consist of: the name of the Member, the office for which they are nominated, and the affirmation of at least two Members (the Nominator and the Second). Optionally a supporting statement may be included by the nominee. The Nominator and the Second shall both be Members in good standing.

 

6.12 – A Member may nominate themselves, but they may not second themselves.

 

6.13 – A nomination is subject to acceptance by the nominee.

 

Section 7 – Executive Committee

 

7.1 – Where these Bylaws use the phrasing “the Executive Committee shall determine” or similar, it means by

an affirmative majority decision of those officers present, where a quorum of the majority of officers exists. This process may be referred to in this document as a normal Executive Committee vote.

 

7.2 – Executive Committee votes may be held in person, by telephone, or electronically, and shall be recorded by the secretary.

 

Section 8 – Voting, Timing, Process, Rights and Ballots:

 

8.1 – The Executive Committee shall announce all member votes for officer elections at least two weeks prior to the opening of the voting period. Voting periods shall be one week long, prior to any applicable announced club meeting.

 

8.2 – Voting for Club Officers shall occur only at Annual Meetings of alternate years, or as needed to fill a vacancy.

 

8.3 – All votes pass by majority, including those votes limited to the Executive Committee.

 

8.4 – Voting on officers shall be done by secret ballot with the majority gaining election.  Members not able to attend in person may use a proxy for voting.

 

Section 9 – Duties of Officers:

 

9.1 – Duties of the President – The President is the primary Executive Officer of the Club and shall preside at Club meetings. The President shall be the representative of the Club on any occasion when a person is required to act in that capacity. The President shall be responsible for Club marketing and public relations, and may appoint assistants in these areas at their discretion. The President shall be the secondary caretaker for the Club’s bank account(s).

 

9.2 – Duties of the Vice President  – The Vice President shall maintain the official Roll of Club Members and make it available to officers in accordance with the performance of their duties. The VP is responsible for signing up new Members and retaining existing Members. The VP shall report membership activity status at all Club Meetings or upon request of any Member in good standing. The VP shall assume the duties of the President at meetings and other occasions as appropriate should the President be unable to attend.

 

9.3 – Duties of the Treasurer – The Treasurer shall be the primary caretaker for the Club’s bank account(s). The Treasurer shall manage all financial transactions, maintain a correct record of Club funds available, debts outstanding, Member debts to the Club outstanding, maintain the Club dues and fees schedule, and petty cash fund. The Treasurer shall report financial activity status at all Club Meetings or upon request of any Member in good standing. The Treasurer shall also be responsible for producing and reporting other financial reports and analyses as requested by the Executive Committee. The Treasurer shall assume the duties of the President or Vice President at meetings and other occasions as appropriate should they be unable to attend.

 

9.4 – Duties of the Secretary – The Secretary shall keep a record (the minutes) of meeting activities, including votes, and shall make same available to the Executive Committee and membership via online means within two weeks of a meeting. The Secretary shall be responsible for meeting room or venue scheduling, notifying the Membership of meetings, coordinating meeting setup, and welcoming guests, if required. The Secretary shall assume the duties of the Quartermaster at meetings and other occasions as appropriate should the Quartermaster be unable to attend.

 

9.5 – Duties of the Quartermaster – The Quartermaster shall be responsible for maintaining an inventory of Club Property and Member owned property loaned to the Club.  The quartermaster shall prepare a summary of, and changes to, the club’s property all Club Meetings. The Quartermaster shall assume the duties of the Secretary at meetings and other occasions as appropriate should the Secretary be unable to attend.

 

 

Section 10 – Annual Meeting:

 

10.1 – The Club shall have at least one physical meeting each calendar year in January, at a place and time to be determined by the Executive Committee, and communicated to the membership no less than two weeks prior.

 

10.2 – Unless specifically changed by the Executive Committee, the time of the Annual Meeting shall be held on the third Saturday in January at Noon Eastern Time.

 

Section 11 – Additional Meetings and Exhibits:

 

11.1 – It is the intent of the Club to have additional physical meetings approximately every two to three months, at places and times to be determined by the Executive Committee, and communicated to the membership no less than 2 weeks prior.

 

11.2 – Additional meetings and exhibits may or may not allow public attendance.

 

11.3 – The Club may from time to time present or participate in events, exhibits, and/or shows.  These events may be organized by the Club, or by other groups as deemed appropriate by the Executive Committee.

 

11.4 – Each quarter the Vice President, Treasurer, and Quartermaster are to prepare and disseminate a brief report to all club members that includes, but not limited to the following:

  • Financial Update including current bank balance, income and expenses
  • Member roster including new members and dues outstanding
  • Property report

 

Section 12 – Attendance by Members:

 

12.1 – There is no requirement for Members to attend any specific club meeting or exhibit. Members are encouraged to attend as many as they can, however attendance by Members is optional at any particular meeting or exhibit. At least one member of the Executive Committee or their designated representative must be present at every meeting.

 

Section 13 – Funds and Property:

 

13.1 – All Club funds shall be kept in a recognized financial institution except for a small amount of petty cash held by the Treasurer.  Petty cash should not exceed $100.00.

 

13.2 – The Treasurer shall be responsible for the initiation, management, and termination of accounts in accordance with good and prudent financial practice, and shall be responsible for the mechanics of funds disbursement.

 

13.3 – Club funds shall from time to time, be expended as the Executive Committee directs, in support of one or more of the purposes of the Club. The Club shall operate on a cash basis for accounting purposes and shall not expend funds if the Club does not already hold the funds.

 

13.4 – Any disbursement of Club funds greater than $300 or 50% of the Club funds (whichever is lower) for any purpose requires an email announcement to all members, requesting their feedback for a two week discussion period.

 

13.5 – If an expense authorized by the Executive Committee is incurred by a member, that member is eligible for reimbursement, provided that the member provides corresponding receipts for the expenditure(s). The expense must be authorized in advance of the activity requiring the expense.

 

Section 14 – Club Dues

14.1 – Member dues are based on a calendar year cycle, due in full at or before the first club meeting of the year, in advance for that year.

 

14.2 – There is no refund of paid dues for any reason.

 

14.3 – New Members pay a flat New Member Fee plus dues, pro-rated quarterly for the first year and depending on the month that the new Member joins the Club. The Club dues and fees schedule shall be available on the NCLTC website.  www.ncltc.us

 

14.4 – Club dues amounts may be adjusted and fees established or abolished by a majority vote of the Executive Committee with two months’ notice to members, prior to any dues change becoming effective. Club dues changes do not require amendment of these Bylaws.

 

Section 15 – Club Property:

 

15.1 – In accordance with the Club Purpose, the Club may acquire and dispose of property as necessary to support operations. Modification or disposal of Club property must be approved by the Executive Committee in advance.

 

15.2 – The Quartermaster shall establish and maintain a master inventory of all Club Property with a value more than $5.00 per item, or in aggregate where items are fungible and customarily aggregated. The inventory shall describe the property, record the acquisition date and cost, and shall also record any loss, damage, or disposition of the property. If the property is donated to the club, the identity of the donor shall be recorded. The master inventory should record where the property is currently located.

 

15.3 – The club can accept gifts, donations, loans, or similar of property or items consistent with its purpose, or furthering of its goals, at the discretion of any member, subject to a review and their acceptance by the Executive Committee. Property items so reviewed and accepted shall be added and maintained as part of the Club’s property inventory by the Quartermaster, and used by the club for its purposes as determined by the Executive Committee

 

15.4 – The Executive Committee may from time to time determine that some property/items in the club’s possession are no longer needed, and/or in the Club’s interest. In such cases, property/items loaned to the club shall be returned to its original owner via a means determined by the Executive Committee. Club owned property/items so determined may be disposed of by the club by: sale, donation, or destruction, as determined by the Executive Committee

 

15.5 – If disposal by sale is determined, the property/items availability shall be announced to all members in good standing for purchase, in a manner chosen by the Executive Committee that avoids possible conflicts of interest, with subsequent notice as to who acquired the property/item. If no member(s) wishes to purchase said property/item it shall be sold as determined by the Executive Committee.

 

15.6 – If the property remains unsold, it shall be donated to a suitable charity or otherwise disposed of as determined by the Executive Committee.

 

15.7 – Any funds or payment in kind received as compensation for property shall be accounted for by the Treasurer.

 

Section 16 – Budget:

 

16.1 – There is no requirement for a Club budget. Should the Executive Committee so decide and direct, a budget may be developed by the Treasurer and presented to the Members.

 

Section 17 – Definitions

 

17.1 – Club: NCLTC

17.2 – Executive Committee: The Club’s elected officers

17.3 – Member: Any current dues paying member of NCLTC

17.4 – Donated or Loaned Property or Item – Property or items with tangible and/or intangible value, loaned, donated or that otherwise legally come into the club’s possession other than by purchase. Such items, termed “donated” or “loaned” hereinafter may include, but are not limited to: LEGO, other toys, legal tender, motor or other vehicles and/or parts, real estate, usage rights, etc.

 

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