ByLaws

By-Laws of The Heavy 20’s

I. Name

     1. The official name of this club is The Heavy 20’s.

II. Officers

     1. Officers shall serve without pay and shall consist of the following four (4) members:

          a. President

          b. Vice-President

          c. Secretary

          d. Treasurer

     2. All Officers shall be an Member in good standing with the Club for a minimum of six months.

     3. Officers shall serve a term of one year.

     4. General elections for each Officer position will be conducted yearly during the first week of October.

          a. The nature and logistics of the Officer elections will be decided upon by a special committee

          b. All Club Members in good standing with the Club are eligible to vote in the Officer elections.

     5. If an Officer position becomes vacant prior to the yearly Officer elections, the President (or Vice President if the President’s position becomes vacant) shall appoint a replacement that will assume the duties of the office until the next Officer election.

     6. The responsibilities of the President are the following:

          a. Shall preside at all official Club meetings

          b. Appoint committee chairpersons

          c. Perform other duties associated with the office

     7. The responsibilities of the Vice-President are the following:

          a. Assume the duties of the President in case of the President’s absence

     8. The responsibilities of the Secretary are the following:

                   a.  The Secretary shall have responsibility for all club property which is not procured for resale to members and who shall maintain a current listing of such property showing location, date procured, and condition. A copy of the listing shall be supplied to the Treasurer upon request.

              b. Maintain on file all official Club documentation and records.

c. Keep an up to date record of all members of this club, including for each member: name, address, telephone number, rank, and other pertinent information.

            d. NO detailed records shall be kept relating to votes on applications for membership.

     9. The responsibilities of the Treasurer are the following:

          a. Keep record of the organization’s budget

          b. Prepare financial reports as needed

c. Collect and hold, in the name of the club, all monies belonging to this club.

d. Cause to be prepared, and filed in a timely manner all required federal, state, and local tax and information returns.

III. Members

     1. Members shall

          a. Be Club Members in good standing

          b. Abide by the Code of Conduct during all Club functions

       c. Enforce the Code of Conduct through positive discussion and learning opportunities 

IV. Elite Members

     1. Elite Members shall

          a. Be Club Members in good standing

          b. Abide by the Code of Conduct during all Club functions

       c. Enforce the Code of Conduct through positive discussion and learning opportunities 

d. Must write a 100 word Blog about something in gaming (ex. Painting, Tactics, Army’s) every quarter to be submitted to any Officer. This Blog will be posted on the Club Website with the writer getting credit for his or her work.

e. Must pay for a patch or T-shirt with the Club Logo on it.

IV. The Board

     1. The Board shall consist of all Officers and Elite Members.

V. Committees

     1. Committees will be established to perform specific tasks or run events.

     2. Any Committee that is formed will have a single Chairperson.

     3. The Committee Chairperson shall

          a. Be appointed by the President.

          b. Be responsible for the success of the event or task.

         c. Be responsible for recruiting committee members to assist if need be.

          d. Be responsible for submitting all plans and budget requests to the board during the planning phase of the event.

          e. Get the approval of a majority of the Board members prior to scheduling an official Club event or spending or being reimbursed for spending any club funds

     i. The Board, through a majority vote, shall approve a set amount of funds for an event during the planning stages of the event

VI. Meetings

     1. Regular meetings shall be held once a Quarter.

    2. Special meetings may be held at any time when called for by the President or a majority of Board members.

     3. Meetings can be conducted in person, online, via conference call, or any other method which allows the collaboration of those who are attending the meeting.

     4. Agendas shall be provided at least three (3) days prior to the meeting.

     5. All Club members may attend a meeting.

VII. Voting

     1. Voting on any issue shall be done during the meetings 

          a. A quorum shall consist of

               i. At least half of the Board members

               ii. The President or Vice-President

               iii. At least two Officers

          b. A quorum is  required to be in attendance for voting purposes

          c. In absence of a quorum, no formal action shall be taken except to adjourn the meeting to a subsequent date

          d. Passage of a motion requires a simple majority of the quorum

     2. All Officers and Board members are eligible to vote on any motion.

VIII. Conflicts of Interest

     1. Any Officer or Board member who has a financial, personal, or official interest in, or conflict (or appearance of conflict) with any matter pending before the Officers or Board, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to the Officers and Board to voluntarily excuse him/herself and will vacate his seat and refrain from discussion and voting on said item.

IX. Fiscal Policies

     1. The fiscal year of the Board shall be October 1st to September 30th of the next year.

X. Amendments

     1. These Bylaws may be amended by a two-third vote of all Club Board members present at a meeting provided there are enough Board members to ensure a quorum exists.

     2. Proposed amendments must be provided to every board member fourteen (14) days prior to the meeting when the proposed change will be voted upon.

XI. Miscellaneous

1.     Any person collecting monies for any activity of this club shall be prepared at all times to make a full and complete accounting of the same to the President and to the Officers.

2.     No member shall contract any bills in the name of this club unless previously authorized by the Officers committee or the approved budget.

3.     When any account is authorized by the Officers committee or by the adopted budget is closed, any excess funds therein and a complete accounting shall promptly be turned over to the Treasurer.

4.     No person shall take advantage of Club membership status in order to achieve personal gain or remuneration.