SUN VILLAGE COMPUTER CLUB

SUN VILLAGE COMPUTER CLUB

CONSTITUTION AND BY-LAWS

ARTICLE I - NAME

The name of this organization shall be: "The Sun Village Computer Club."

ARTICLE II - PURPOSE

The club is organized as a not-for-profit group whose purpose is to:

1. Meet people with the same interests.

2. Provide regular meetings to provide a forum for members to ask questions and seek suggestions on solving their computer problems.

3. Provide demonstrations showing the use of various programs and devices.

4. Conduct classes for members, both with lecturers and using interactive CD tutorials.

5. Assist others with computer problems at home when needed.

6. Provide help to get beginners started.

7. Assist the Sun Village Community with computer related projects as requested.

ARTICLE III - MEMBERSHIP

1. The membership shall be limited to residents of Sun Village, Surprise, AZ 85374.

2. A member shall be one who pays the annual membership and all other fees established by the club.

3. Guests of residents may attend meetings of the club without charge.

4. Associate membership shall be limited to former members in good standing of the Sun Village Computer Club who wish to retain affiliation with the club although no longer a resident.

An associate member shall retain affiliation by the payment of annual associate membership dues established by the club.

ARTICLE IV - DUES AND ASSESSMENTS

1. Annual Membership Dues, per household, shall be established by the executive committee and approved by the membership. The dues will cover the period of January 1 through February 1 the following year.

Currently, there shall be an initial assessment of $30.00 per household for all new members. Of this amount, $15 represents a buy-in to the Club equipment that has been obtained previously. The remaining $15 is the household dues for the year. The $30.00 initial assessment if collected in the fall, October 1 and later, pays dues through the following year. Dues after the first year membership are currently $15.00 per family per year and may be paid anytime after October 1.

The establishment, collection, and use of any and all dues or assessments will be conducted in accordance with the requirements of the Sun Village Activity Committee.

The money collected from dues shall be used to buy computer equipment and programs for the Sun Village Computer Club, and to purchase nominal door prizes for members attending the meetings.

ARTICLE V - MEMBER SERVICES

1. The club may sponsor activities such as meetings, seminars, workshops, and special interest groups on subjects of interest to the membership and which are in keeping with the club's purpose.

2. An Internet Web site shall be maintained to inform members of club activities and useful computer information.

3. A list of all paid members together with their phone numbers and E-mail addresses shall be maintained and posted in the Computer Room and on the Web page. This Web list may only be accessed with a member provided password.

4. The club will cooperate with the publication of the Sun Village monthly news bulletin (Pieces of Paradise) by providing article(s) concerning activities of the computer club.

5. Use of any computer equipment and/or software owned by the SVCC will be limited to qualified members as determined by the executive committee.

6. Software programs owned by the Computer Club shall not be loaned to individuals unless it is a trial copy or is readily available at no cost from legal sources. Copying of any copyrighted software shall be prohibited.

ARTICLE VI - MEETINGS

1. Annual Meeting

The club will hold its annual meeting in January of each year. The purpose of this meeting will be to report on progress during the year; give financial and membership status, solicit input from members and establish plans for the year ahead; elect officers; and conduct such other business as the executive committee deems necessary.

2. Business Meetings

Business Meetings of the club will be held on the first Tuesday of each month from November through April. The purpose of the Business meeting will be to present financial and membership status and to conduct such other brief business as the executive committee deems necessary.

3. Regular Meetings

Regular meetings will be held on the remaining Tuesdays of each month. The purpose is to interest, inform and share resources on specific topics. The second Tuesday of the months from October to April will have an outside speaker arranged by the Arizona Alliance of Computer Clubs to the extent that the Alliance can provide that service.

4. Home Demonstration/Work Group

Home meetings will be an outgrowth of SIGS and designed to provide hands-on instruction in the home of a member or SIG leader with computer equipment. The location, size and time will be set by the SIG leader and participants.

5. Special Meetings

A special meeting may he called by the President when deemed necessary. Notice of such meeting stating the time, place, reason, and agenda shall be provided to members by posting in the location assigned to the club. Only such business as specified in the notice will be transacted at such special meeting.

ARTICLE VII - QUORUM

At any regular or special meeting, a quorum shall consist of a minimum of one officer and thirty percent of the membership.

ARTICLE VIII – OFFICERS TERM OF OFFICE/DUTIES

1. TERM OF OFFICE:

Officers shall be elected at the annual meeting of the organization held in January of each year and shall serve for a period of one year.

2. Incoming officers will assume their responsibilities at the conclusion of the annual meeting.

3. Club officers shall consist of a President, Vice-President, Secretary and Treasurer.

4. DUTIES:

A. President - Shall assume leadership of the club; preside at all meetings; direct activities of the club; appoint committees; and call special meetings.

B. Vice-President - Shall preside in the absence of the President; shall succeed the President upon completion of the President's term of office.

C. Secretary - Shall take minutes of all regular meetings, executive board meetings and perform such other duties as pertain to the office.

D. Treasurer - Shall collect all dues, income, and disburse funds in conformity with Article XI of these by-laws.

ARTICLE IX - VOTING PROCEDURES

1. Only club members in good standing are entitled to vote.

2. Matters of current business may be presented, discussed and voted on without prior notice.

3. Election of officers shall be by show of hands ballot. Nominations may be made from the floor by any member in good standing. The person so nominated must be a member in good standing and has agreed to serve if elected.

4. For all other matters brought to a vote, voting shall be done by show of hands. An affirmative vote by simple majority of those present shall constitute passage.

5. A proposed amendment to the constitution and by-laws must be made in writing to the executive committee. The proposal must be submitted at least one regular meeting before the meeting at which it is to be voted. An affirmative vote by two-thirds of the members of the club present at the meeting shall be required for passage.

ARTICLE X - COMMITTEES

1. Executive Committee:

A. The business of the club shall be managed by an executive committee. The committee shall consist of the President, the Vice-President, the Secretary, the Treasurer, Past Presidents, and members designated by the President based on their service to the club in other capacities.

B. The President shall be the chairperson of the committee.

C. Five of the members shall constitute a quorum. If a major (President’s judgment) decision has to be made and an executive committee meeting with a quorum cannot be convened, contact and voting can be made by phone or e-mail.

D. Meetings of the executive committee shall be held during the week before the monthly business meeting. Minutes will be available to the membership.

E. When one of the two officers (President and Vice-president} is not a full time resident of Sun Village, the President shall select a temporary replacement for the summer months only.

F. The executive committee shall appoint a club member to represent the club at planning meetings of the Activity Office where the interests of the club may be considered. The executive committee shall also appoint a club member to represent the club at the Arizona Alliance of Computer Clubs.

G. Vacancies in the executive committee shall be filled by a vote of the majority of the remaining members of the executive committee.

2. Nominating Committee:

A. At the regular November meeting of the club the President will announce the appointment of a Nominating Committee and its chairperson.

B. The committee will be comprised of at least two club members.

C. At the regular meeting in December the committee will present a slate of officers for: Vice-President, Secretary, and Treasurer. The current Vice-President shall automatically be the candidate for President unless health or other compelling reasons cause the person to decline.

3. Other Committees:

A. Subject to approval by the executive committee the President will appoint such committees as deemed appropriate to carry out the current work of the club.

B. Such committees will continue in force only to the expiration of the current administration.

ARTICLE XI - FINANCE AND BUDGET

1. The club shall operate as a not-for-profit organization.

2. The club shall function within a balanced budget.

3. Monthly financial reports will be presented to the membership at the monthly business meeting and to the executive board meeting preceding that meeting

4. The club shall maintain their financial account in the Sun Village Activity Office. Account #423. Expenditures of over $100 must be approved by the SVCC Executive Committee.

5. All financial records of the club shall be maintained by the Treasurer.

6. A written report by the Treasurer shall be submitted to the membership of the club at its annual meeting showing income and list of expenditures during the previous year.

ARTICLE XII - DISSOLUTION OF THE CLUB

1. In the event the club is dissolved the existing club assets shall be distributed in a manner voted on by the members at a meeting conforming to Article VI section 5 of these by-laws.

2. In the event of such dissolution the interests of both the individual members, as well as the greater Sun Village Community Association will be carefully balanced.

Revision 10

January 2005