BAREFOOT BAY COMPUTER CLUB
Revised January 24, 2003
Note (1): The use of masculine terms and pronouns herein
is for the purpose of simplifying the grammatical construction only and does not
imply any requirement or preference as to gender.
Note (2): The words "club" and/or "organization" as hereinafter used refer to the Barefoot Bay Computer Club.
This organization is formed for the purpose of bringing
together those persons who have an interest in the use of computers and
associated computer peripherals, software, hardware, application programs, and
all forms of interconnecting devices. The club shall provide a forum for its
members to discuss the present state of the art and to keep abreast of the
latest techniques and developments. To this end, the club shall provide the
means to present meaningful educational opportunities, discussions, roundtable
tutorials pertinent to the interests and desires of its members, and to offer an
opportunity to interact with fellowship in union with persons sharing a common
The club shall be open to all adult residents of Barefoot
Bay, 18 years of age or over, who are interested in computer technology, and
ownership of a computer shall not be a criteria for membership. It shall be the
goal of membership to support each other in knowledge and technical advancement
so that we may each derive the maximum utility and enjoyment that our computer
interest can generate. It shall also be our position to assist anyone who may be
in need of information to start in the hobby of computers and to offer aid to
those who require information to effectively upgrade their present
To this end, the following Bylaws are
The name of the organization is BAREFOOT BAY COMPUTER
(A) The business of the club shall be conducted and
managed by its elected officers and an executive board, subject to the
provisions contained herein.
(B) The officers shall consist of a President, Vice-President, Secretary, and Treasurer. These officers shall be chosen by vote of all members in good standing, and shall serve for such term, and shall have such duties as defined in this document.
(C) The executive board shall consist of the elected
officers, the immediate past president, the chairmen of the Educational,
Program, and Membership committees, who are appointed, the Bits & Bytes
editor, and two directors elected by vote of all club members in good standing.
One director will be elected each year.
TERMS OF OFFICE
(A) The term of office of the elected officers shall be
two (2) years.
(B) The terms of office of the other members of the
executive board, with the exception of the Bits & Bytes editor, shall be two
(C) In order to provide an order of continuity, the
outgoing president shall, without election, serve on the new executive board for
(D) Unexpired terms of the President, when vacant for any
reason, shall be filled by the Vice President for the remaining time until the
next election date, at which time the office shall be filled by the election
(E) Unexpired terms of the other officers, when vacant
for any reason, shall be filled by appointment by the executive board for the
balance of that time until the next election date; at which time the office
shall be filled by the election process.
The club year for fiscal purposes shall begin on February
1, and shall end on January 31.
(A) At the September meeting, the President shall designate a Nominating Committee chairman who shall be a member of the executive board, but not an officer, and who shall choose two additional members. The nominating committee is charged with the responsibility of selecting candidates for officers and directors for the coming term. The candidates selected should be considered on the basis of desire to serve, and availability during the entire year, and must have agreed to have their names placed in nomination.
(B) The nominating committee shall make their report at
the November meeting. At the January meeting the chairman of the nominating
committee will repeat the names of the candidates selected by the nominating
committee and ask for additional candidates for each office, seconded by another
member, and considered on the basis of desire to serve, and availability during
the entire year, and must agree to have their names placed in
(C) Elections shall be held at the January meeting and
new officers installed at the end of that meeting.
(A) The general membership meetings shall be held on the
fourth Friday of each month.
(B) The meeting place and time shall be designated by the
executive board. It shall be the responsibility of the board to inform the
membership of any changes in date and/or location.
(C) Special Interest Groups (SIGs) may be formed at any
time by any group with a common interest in a specific field of hardware,
software, system, or element common to computer technology. SIGs shall determine
the need for meetings and shall set the time and frequency of such meetings. It
will be the responsibility of each SIG to inform its members concerning special
meeting times and locations.
(D) In order to coordinate the overall activities and to prevent duplication of effort, the President shall be informed of all action taken by SIGs. Such SIGs may be asked to report on activities at the general monthly meetings.
(E) Meetings of the executive board shall be held every
month or at the call of the President. Time and location of these meetings shall
be determined by the President.
(A) The officers shall consist of a President, a
Vice-President, a Secretary, and a Treasurer.
(B) The President shall have general supervision over and
shall be responsible to the executive board for the successful conduct of the
business of the club. This person shall preside over all meetings of the Board
and/or general membership; and shall appoint members to the standing committees,
and shall create and appoint special committees as required; and shall be an
ex-officio member of all standing and special committees.
(C) The Vice-President shall, in the absence or
disability of the President, exercise the powers and perform the duties of the
President. He shall generally assist the President and exercise such other
powers and perform such other duties as may be prescribed by the executive
(D) The Secretary shall record and keep the minutes of
all proceedings of the executive board and general meetings in a businesslike
manner. The Secretary shall have charge of all records of the club, except those
records normally held by the Treasurer, and shall maintain reports from all
Standing and Special committees; and may perform such other duties as may be
prescribed by the executive board.
(E) The Treasurer shall have custody of all financial
records of the club and shall maintain a set of books listing all assets and
liabilities, receipts from dues, assessments, and income from whatever source,
in addition to any outgo of monies, indebtedness, liabilities, and expenses.
Books shall be kept in accordance with generally accepted accounting practices
and shall be subject to an annual audit by the Auditing Committee. All club
monies shall be deposited in the name of the club in a banking institution
approved by the executive board. Monies from this fund shall be withdrawn only
by checks signed by such persons as are authorized by the executive board. The
Treasurer shall be responsible for the timely payment of all bills owed by the
club and authorized by the executive board to be paid.
(F) The Executive Board shall manage the business of the club and shall consist of ten (10) members, the four (4) officers and two (2) directors selected by election, and the three (3) committee chairmen and the Bits & Bytes editor appointed by the President. Six (6) members of the executive board shall constitute a quorum to transact business at any meeting of the executive board.
MEETINGS AND AGENDA
(A) All meetings of the club shall be conducted in a businesslike manner. In the event of a major procedural discussion, reference is to be made to Robert's Rules of Order.
(B) Business conducted at general membership meetings
shall be by simple majority of those attending, provided that a quorum of twenty
(20) percent of total membership is in attendance.
(C) These Bylaws may be changed from time to time on
recommendations of the executive board, such changes to be presented to the
general membership at one meeting and voted on at the next monthly meeting.
Approval at such a meeting must be by a majority of members
(D) Copies of the approved Bylaws, current and updated,
shall be made available to members upon request.
(E) An agenda shall be prepared for each general meeting.
A suggested order of business may be as follows:
a. Pledge allegiance to the Flag
b. Introduction to each other; ask for visitors
c. Determination of quorum
d. President calls meeting to order
e. Reading of the minutes of the previous meeting
f. Reading of the Treasurer's report
g. Membership committee report and introduction of new members
h. Program committee report
i. Educational committee report
j. Special committee reports
k. Old business
l. SIG chairman reports
m. New business, including executive board report
o. Question and answer period
p. Business meeting adjournment
The President may impose a time limit on, or postpone
discussions at his discretion. Modifications to this agenda may be made at any
time by the President.
(A) There shall be certain standing committees whose
chairmen shall be appointed by the President. It will be the responsibility of
each chairman, or an alternate, to report to the membership on the actions and
progress of each committee at the regularly scheduled membership
(B) The committees are charged by the executive board
through the President to perform certain functions and duties. Standing
committees may be added, deleted, or combined from time to time at the
discretion of the executive board. It shall be the policy of the club to attempt
to utilize the talents of all the club members and to involve as many members as
(C) Present standing committees to be appointed each year
are as follows:
a. Nominating Committee. Charged with seeking candidates for office, reviewing candidate's desire to serve, and obtaining consent to place candidate's name on the ballot.
b. Audit Committee. Charged with reviewing the club's financial records and submitting the results to the executive board.
c. Membership Committee. Charged with maintaining a database of all club members; preparing mailing labels and arranging for volunteers to fold and mail Bits & Bytes; providing all new members with membership cards and information regarding activities of the club, and collecting members' dues and transmitting the same to the treasurer in a timely manner.
d. Program Committee. Charged with preparing the program for each meeting. This committee will arrange for special events, speakers, educational events, films, and other topics of general interest to the membership. This committee will coordinate all activities with the President so as not to conflict with any previously planned agenda. Program activities are not limited to meeting nights.
e. Educational Committee. Charged with providing the means to present an ongoing educational program as dictated by the needs and desires of the membership. Training courses, tutorials, workshops, books, local community courses, etc., may be provided as needed.
Dues shall be assessed to each member as determined by
the executive board and approved by the members at a regularly scheduled
meeting. Annual dues are payable on or before January 1 of each year; a member
shall be considered no longer in good standing if dues are not paid prior to
March 1. New members who pay their dues at or subsequent to the October meeting
will be considered fully paid members for the current year and the following
(A) No director or officer shall receive any form of
compensation for services performed for the Barefoot Bay Computer
(B) This club is organized only for adult residents of Barefoot Bay, 18 years of age or over, and is considered a NOT FOR PROFIT organization.
The executive board is permitted to approve expenditures
up to $500 without approval of the membership. For purchases in excess of $500,
the general membership must approve the expenditure by a simple majority of
those attending a meeting at which a quorum is present.
Bylaws Committee Members:
Jeanne Bryan, Chairman