MEETINGS OF MEMBERS
5.01. Annual Meeting:
The membership shall meet annually during the first quarter of the
calendar year at a location, on a date and time selected by the Board
of Directors for the purpose of electing the Board of Directors and
conducting other such business as is brought before the membership.
5.02. Special Meetings:
Special meetings of the membership may be called by the Board of
Directors or the President. Notice of a special meeting shall specify
the general nature of the business proposed to be transacted, and shall
be given to the membership as soon as practical, but in no event any
earlier than fourteen (14) days before the meeting, in the manner
provided be Article 5.03 of these Bylaws.
5.03. Notice of Meetings:
(a) Notice of Annual Meeting or Special Meetings: Written notice of
the annual or a special meeting of members shall be either personally
delivered or mailed by first-class United States mail, postage prepaid,
at least fourteen (14) but no more than ninety (90) calendar days
before the date of the meeting to each member of the Society at the
time the notice is sent. The notice given under this Section (a) shall
specify the place, date, and hour of the meeting and those matters that
the Board of Directors, at the time the notice is given, intends to
present for action by the members. No business, other than the business
the general nature of which was set forth in the notice of the special
meeting, may be transacted at the special meeting. However, any proper
matter may be presented at the annual meeting.
(b) Manner of Giving Notice: In the event given by mail or other
means of written communication, the notice shall be addressed to the
member at the address of such member appearing on the books of the
Society or at the address given by the members to the Society for the
purpose of notice. Where no such address appears or is given, notice
shall be given at the principal office of the Society.
(c) Waiver of Notice: A member's attendance at a meeting shall
constitute a waiver of notice of that meeting, unless the member
objects at the beginning of the meeting to the transaction of any
business because the meeting was not lawfully called or convened.
Attendance at a meeting is not a waiver of the right to object to the
consideration of matters required to be included in the notice of the
meeting but not so included, if that objection is expressly made at the
meeting.
5.04. Quorum:
(a)
Percentage Required: Ten percent (10%) of the voting power residing
within the nine (9) San Francisco Bay Area Counties (Alameda, Contra
Costa, Marin, San Francisco, San Jose, Santa Clara, Solano, and Sonoma
Counties) shall constitute a quorum for the transaction of business at
any meeting of the members.
(b) Loss of
Quorum: The members present at a duly called or held meeting at which
a quorum is present may continue to transact business until
adjournment, even if enough members have withdrawn to leave less than a
quorum, if any action taken (other than adjournment) is approved by at
least a majority of the members required to constitute a quorum.
5.05. Adjournment and Notice of Adjourned Meetings:
Any members' meeting may be adjourned from time to time by the vote of
the majority of the members present at the meeting. No meeting may be
adjourned for more than forty-five (45) days. When a members' meeting
is adjourned to another time or place, notice need not be given of the
adjourned meeting if the time and place to which the meeting is
adjourned are announced at the meeting at which adjournment is taken.
If after adjournment, new members join the Society, a notice of the
adjourned meeting shall be given to each such new member. At the
adjourned meeting, the Society may transact any business that might
have been transacted at the original meeting.
5.06. Voting of Membership:
Subject to the restrictions set forth in Article 4.03 of these Bylaws,
each member shall be entitled to one vote on each matter submitted to a
vote of the members. The affirmative vote of a majority of the members
present at the meeting shall be the act of the members.
5.07. Conduct of Meetings:
(a) The President, or in his absence, the Vice-President shall be
Chairman of and shall preside over the meetings of the members.
(b) The Secretary shall act as the secretary of all meetings of
members; provided that in his or her absence, the Chairman of the
meetings of members shall appoint another person to act as secretary of
the meetings.
(c) The Robert's Rules of Order,
as may be amended from time to time, shall govern the meetings of
members insofar as such rules are not inconsistent with or in conflict
with these Bylaws, the Articles of Incorporation of this Society, or
the law.
ARTICLE VI. DIRECTORS
6.01. Number and Qualification:
The Society shall have seven (7) Directors who shall collectively be
known as the Board of Directors. A Director must be a member in good
standing of the Society for not less than one (1) year prior to his or
her election to the Board of Directors. The one (1) year membership
requirement may be waived if there is lack of otherwise qualified
members willing to stand for election to the Board of Directors. All
Directors must be at least 21 years or older.
6.02. Terms of Office:
Each Director shall hold office for one one (1) year, commencing upon
his or her election at the annual meeting of the members as described
in Article 5.01 of these Bylaws, and continuing until a qualified
successor has been elected.
6.03. Election of Directors:
(a) Nomination:
The Board of Directors shall appoint a committee to select qualified
candidates for election to the Board at least 90 days before the date
of and election of Directors. This nominating committee shall make its
report at least 30 days before the date of the election, or at such
other time as the Board of Directors may set, and the Secretary shall
forward to each member, with the notice of annual meeting required
under Article 5.03 of these Bylaws, a list of all candidates nominated
by the committee under Article 6.03(a).
(b) Election of Directors:
The seven (7) candidates receiving the highest number of votes shall be
deemed elected. In the event of a tie vote, a run-off vote shall be
held involving the candidates receiving the same number of votes, and
the candidate(s) receiving the highest number of run-off votes shall be
deemed elected.
6.04. Vacancies of Board of Directors:
(a) Vacancies:
A vacancy or vacancies on the Board of Directors shall exist on the
occurrence of the death, resignation, or recall by the members of a
Director(s). In addition, the Board of Directors may declare vacant the
office of a Director (1) if a Director has failed to attend 3 meetings
of the Board of Directors; (2) if there is an increase of the
authorized number of directors; or (3) upon the failure of the members
to elect the number of Directors required to be elected pursuant to
Article 6.03 of these Bylaws.
(b) Recall of a Director:
Upon the receipt of a petition signed by ten percent (10%) of the
voting power residing within the nine (9) San Francisco Bay Area
Counties (See Article 5.04), the Board of Directors shall hold a recall
election of the Director or Directors named. The Board of Directors
shall schedule a meeting of the members for the purpose of conducting
the recall election and provide notice of the meeting to the members as
provided in Article 5.03 of these Bylaws. The entire Board of
Directors, or an individual Director,may be removed from office by
majority vote of those members in attendance at the meeting. In the
event the entire Board of Directors is removed from office, the Board
shall serve until new Directors are elected as provided in Article
6.04(c)(2) of these Bylaws. Those members who signed the petition shall
bear the expense of conducting the recall election.
(c) Filling Vacancies:
(1) Except for vacancies occurring because of a recall
election as provided in Article 6.04(b) of these Bylaws, vacancies on
the Board of Directors may be filled by a majority of the Directors
then in office, whether or not less than a quorum, or by a sole
remaining Director. The members may fill any vacancy or vacancies not
filled by Directors.
(2) Where a vacancy
or vacancies occurs on the Board of Directors because of a recall
election as provided by Article 6.04(b) of these Bylaws, the vacancy or
vacancies shall be filled at a special meeting of the membership called
for that purpose. Those Directors not removed from office, or if the
entire Board of Directors is recalled, the recalled Board of Directors
shall schedule the meeting of the membership upon 30 days notice to the
membership in the manner provided in Article 5.03 of these Bylaws.
(d) Reduction of Number of Directors:
No reduction of the authorized number of Directors shall have the
effect of removing any director before that Director's term of office
expires.
ARTICLE VII. BOARD OF DIRECTORS
7.01. Powers and Responsibilities:
(a) General Corporate Powers.
The Society's activities and affairs shall be managed, and all
corporate powers shall be exercised, by or under the direction of the
Board of Directors.
(b) Specific Powers and Responsibilities:
In addition to any other powers and responsibilities set forth in the
Bylaws, the Board of Directors shall have the power and responsibility
to:
(1) Control and manage all
equipment, supplies, assets, facilities, or all other property
belonging to or entrusted to the Society;
(2) Manage the financial affairs of the Society;
(3) To exercise any other authority determined to be in the best
interest of the society and authorized by the California Nonprofit
Public Benefit Corporation law;
(4) To publish a monthly newsletter.
(5) Select the Officers of the Society as provided in Article 7.02 of these Bylaws; and
(6) Appoint standing committees to serve at the direction and pleasure of the Board of Directors.
7.02. Selection of Officers:
The Board of Directors, at the first meeting of the Board after the
annual meeting of the members as described in Article 5.01 of these
Bylaws, shall appoint from their number, by majority vote, the officers
of the Society as described in Article VIII of these Bylaws. The
officers' term of office shall coincide with the Board of Director's
term of office.
7.03. Meetings:
(a) Meeting.
Regular meetings of the Board of Directors may be held without notice
at such time and place as the Board of Directors may fix from time to
time. All meetings of the Board of Directors shall be open to members
of the Society.
(b) Special Meetings.
Special meetings of the Board may be called by the President, the
Vice-President, the Secretary, or any two (2) Directors. Special
meetings shall be held on four (4) days' notice by first class mail,
postage prepaid, or on forty-eight (48) hours' notice delivered
personally or by telephone or telegraph. The notice need not specify
the purpose of the meeting. Notice of the special meeting need not be
given to any Director who, either before or after the meeting, signs a
waiver of notice or a written consent to holding the meeting or an
approval of the minutes. All such waivers, consents, and approvals
shall be filed with the Society's records or made a part of minutes of
the meetings. Notice of a meeting need not be given to any Director who
attends the meeting and does not protest, before or at the commencement
of the meeting, the lack of notice to him or her.
(c) Quorum.
A majority of the authorized number of Directors shall constitute a
quorum for the transaction of business, except to adjourn. Every action
taken or decision made by a majority of the Directors present at a duly
held meeting at which a quorum is present shall be the act of the Board
of Directors. A meeting at which a quorum is initially present may
continue to transact business, despite the withdrawal of Directors, if
any action taken or decision made is approved by at least a majority of
the required quorum for that meeting.
(d) Adjournment.
A majority of the Directors present, whether or not a quorum in
present, may adjourn any meeting to another time and place. Notice of
the time and place of holding an adjourned meeting need not be given
unless the original meeting is adjourned for more than 24 hours. If the
original meeting is adjourned for more than 24 hours, notice must be
given to the Directors who were not present at the time of the
adjournment.
(e) Conduct of Meeting.
The President or, in his or her absence, the Vice-President shall
preside at meetings of the Board of Directors. The Secretary of the
Society or, in the Secretary's absence, any person appointed by the
presiding officer shall act as Secretary of the Board. Members of the
Board may participate in a meeting through use of conference telephone
or similar communications equipment, so long as all members
participating in such meeting can hear one another. Such participation
shall constitute personal presence at the meeting.
(f) Action Without Meeting.
Any action required or permitted to be taken by the Board of Directors
may be taken without a meeting, if all members of the Board of
Directors individually or collectively consent in writing to such
action. Such written consent or consents shall be filed with the
minutes of the proceedings of the Board of Directors. Such action by
written consent shall have the same force and effect as the unanimous
vote of such Directors.
ARTICLE VIII. OFFICERS
8.01. Number and Titles:
The officers of the Society shall be a President, a Vice-President, a
Secretary, and a Treasurer, and these officers shall also be members of
the Board of Directors.
8.02. Duties:
(a) President. The President shall preside at meetings of the members and the Board of Directors.
(b) Vice-President.
The Vice-President shall assume the duties of the President's absence,
and perform such other duties as the President or Board of Directors
may request.
(c) Secretary. The Secretary shall record, maintain, and publish the minutes of all meetings of the members and the Board of Directors.
(d) Treasurer.
The Treasurer is the chief financial officer of the Society. The
Treasurer shall collect annual dues and maintain all the financial
records of the Society. In addition, the Treasurer shall prepare an
annual report to be sent to the members and Directors of the Board
within 120 days after the end of the Society's fiscal year. That report
shall contain the following information, in appropriate detail, for the
fiscal year.
(1) The assets and liabilities of the Society as of the end of the fiscal year;
(2) The principal changes in assets and liabilities;
(3) The revenue of receipts of the Society; and
(4) The expenses of disbursements of the Society.
The
Treasurer shall make available the books, and records of the Society
for inspection or audit upon request of any member of the Board of
Directors. The Treasurer shall not be requested to post bond. No audit
or inspection of the Society's books and records shall be made unless
the Treasurer is present.
8.03. Powers:
Once approved by the Board of Directors, any two (2) officers of the
Society shall execute any and all documents binding the Society to
obligations, debts, liens, encumbrances, and liabilities in excess of
$3,000. Checks, money orders, and similar negotiable instruments for
Board of Directors approved expenditures in excess of $3,000 shall be
signed by the Treasurer and one other officer of the Society. Once
approved by the Board of Directors, any one (1) officer of the Society
shall execute any and all documents binding the Society to obligations,
debts, liens encumbrances, and liabilities of $3,000 or less. Checks,
money orders, and similar negotiable instruments for the Board of
Directors approved expenditures less than $3,000 shall be signed by the
Treasurer.
8.04. Vacancy:
In the event of vacancy in an officer position, the Board of Directors
shall, by majority vote, appoint a replacement to fill the vacancy.
Should the Board of Directors number less than seven (7), such
appointment shall be made after the Board of Directors reaches its full
complement.
ARTICLE IX. STANDING COMMITTEES
9.01. Standing Committees:
After the election of the Board of Directors a provided in Article 6.03
of these Bylaws, the Board of Directors shall appoint the following
Standing Committees which shall serve at the direction and pleasure of
the Board:
(a) Annual Meeting Committee.
The Annual Meeting Committee shall plan and organize, subject to
approval of the Board of Directors, the annual meeting of the members
described in Article 5.01 of these Bylaws;
(b) National Convention Committee.
When the Society is designated as a host of the National Garden Railway
Convention, the National Convention Committee shall plan and organize,
subject to approval of the Board of Directors, the convention;
(c) Newsletter Committee. The Newsletter Committee shall publish the Society's official bimonthly newsletter Trestle & Trestle; and
(d) BAGRS Shortline Committee.
The BAGRS Shortline Committee, subject to approval of the Board of
Directors, shall oversee the activities of the Society's modular
railroad.
ARTICLE X. INTERPRETATION OF BYLAWS
Interpretation of these Bylaws shall be made by a majority vote of the Board of Directors.
ARTICLE XI. AMENDMENTS
11.01. Amendments by Board of Directors Prohibited:
The Board of Directors may not adopt, amend, or repeal these Bylaws.
11.02. Amendments by Members:
The members may adopt, amend, or repeal these Bylaws by at least a
two-thirds (2/3) vote of the members present at any annual meeting as
described in Article 5.01 of these Bylaws, or at any special meeting of
the members as described in Article 5.02 of these Bylaws. The notice of
an annual meeting or a special meeting at which the members are to
consider adopting, amending, or repealing these Bylaws shall be sent in
the manner provided in Article 5.03 of these Bylaws and shall contain a
description of the Bylaw or Bylaws to be adopted, amended, or repealed.