|ORGANIZED FEBRUARY 1964 WITH 8 MEMBERS
INCORPORATED WITH THE STATE OF UTAH
IN APRIL 1965
|⤝ ARTICLE IV - MEETINGS ⤞
|SECTION 1: NOMINATION MEETING
|The Nomination Meeting for new Club Officers will be held the 3rd (third)
Wednesday of October each year for the purpose of nominating new Club Officers
for election (Article V). Reports from Club Officers and committee chairs and
such other Club business that normally come before the Membership Meeting are
completed before starting the nomination process. Nominations are made from
the floor. Nominations are made by opening nominations for the office starting
with the President. Each person wishing to nominate another for an office must
have received approval from the person to be nominated before nominating the
person. After all nominations have been made for the office, a motion is made
to close the nominations for that office. When the motion is seconded, then a
vote is taken of attending members. A nomination must be approved by a two-thirds
(2/3) majority vote of the members present at the Nomination Meeting
(Article IV, Section 6)ARTICLE I SECTION 3.
|SECTION 2: ELECTION MEETING
|The Election Meeting for new Club Officers will be held the 3rd (third)
Wednesday of November of each year [ARTICLE V]. The Election Committee will
collect completed Club Officers Election Ballots from the members before the
meeting starts and count them in a room separate from the Election Meeting.
Reports from Officers and committees, and such other business that normally
come before the Membership Meeting are completed while the ballots are being
counted. The Election Committee will announce the election results to the
membership before closure of the Election Meeting. When circumstances arise
that prevent the physical gathering of Club members, the Election Committee
will collect all absentee ballots in their original sealed envelope and
announce the election results to the Club President, who will notify Club
Members of the results as described in ARTICLE I Section 3.
|SECTION 3: REGULAR MEETING
|Regular Meetings will be held the 3rd (third) Wednesday of each month
with at least one meeting to be held in the Southern Region and one meeting
to be held in the Northern Region during each year. Reports from Officers
and committees, and such other business that normally come before the
Membership Meeting is completed.
|SECTION 4: QUARTERLY REPORT MEETING
|The Regular Meetings in January, April and July are designated as quarterly
report meetings. At these meetings and the Nomination Meeting in October, a
formal Treasurer's Financial Report will be made to the membership. The
reporting periods will run from January 1 to March 31, April 1 to June 30,
July 1 to September 30, and October 1 to December 31. Also, at these meetings,
a report of the current point totals in the Member of the Year Competition
will be made concerning the ten (10) top positions.
|SECTION 5: SPECIAL MEETING
|Special meetings may be called by the President in addition to regular meetings.
|SECTION 6: CLUB VOTING & RULING MAJORITY
|For purpose of this section, Members and Companion Members are voting
members. There must be a minimum of 30 voting members present at the Club
meeting to conduct Club business. Voting will be done by "Show of Hands" or
"Counted Vote"". The presiding Officer conducting the vote should make every
effort to maintain an appearance of impartiality. The presiding Officer
votes only if the vote is by ballot, or if there is a tie vote, the vote
by the Presiding Officer will break a tie vote. All Club actions, and
amendments to the Bylaws must be passed by a two-thirds (2/3) majority
vote of the voting members present at the monthly meeting where the subject
is presented for approval. All decisions other than the election of Officers
at the election meeting are to be considered Club actions. The election of
Officers and voting by proxy or absentee ballot shall be done as provided for
under ARTICLE V.
|SECTION 7: POLICY DECISIONS
|Any decisions regarding Club policy that require an immediate decision may be decided
by a vote of the majority of the Club officers.
|SECTION 8: OFFICER MEETINGS
|Regular Officer Meetings will be held the 2nd (Second) Wednesday of each
month or other date as determined by the Club President. Club Officers will
report on their areas of responsibility or assignments and conduct other Club
business on the meeting agenda. Only Officers will be allowed to vote at the
Officer Meeting. Voting will be done by "Show of Hands" or "Counted Vote"".
The Presiding Officer conducting the vote should make every effort to maintain
an appearance of impartiality. The Presiding Officer votes only if the vote
is by ballot, or if there is a tie vote, the vote by the Presiding Officer will
break a tie vote. The Chairs and Functional Managers are not required to
attend the Officer Meetings.
|SECTION 9: CONDUCTING CLUB MEETINGS
Agenda - The Club uses an Agenda to conduct business at Club Meetings.
It is a presiding Officer responsibility to make sure the Agenda is created and
used. The Agenda is key to keeping the meeting on topic and on time. Items not
on the agenda should be tabled until the next meeting.
Notice - All meetings require notice to participants at least a week
in advance using the methods of communication in ARTICLE I SECTION 3. Notice
should include when and where the meeting is to be held and the topics to be
discussed (Agenda). The Club Website can be used to give notice.
Minutes - Meetings of Nonprofit Corporations require minutes. Who
attended, what was discussed, assignments made, and actions taken. Use the
agenda and fill in the blanks. Distribute completed minutes to Club Membership
and document approval of the minutes by the meeting participants. Minutes must
be approved to become an official record of the meeting.
Actions - All Club actions should be in the form of a motion. The
motion needs to be seconded to be recognized by the chair and considered by
the Club. Reports are not actions and do not need motions.
Discussion - Discussion or debate always follows a motion. The motion
can be withdrawn or amended if something changes during the discussion.
Discussion needs to be open to all, productive, respectful, and on topic.
Resolution - All motions need to be resolved. Only one motion can
be considered at a time. If additional information or time is needed before
voting on the motion, the motion will be tabled or postponed for future
consideration. A vote is taken to close the motion following the guidelines
in ARTICLE IV SECTION 6. Results of the vote are recorded in the minutes.
|SECTION 10: DOOR PRIZES
Door prizes in the form of gifts, gift cards, or cash may be given at
Club meetings to encourage Club Membership attendance. Winners will
be selected in a random pick of the draw manner. The use and cost of
door prizes is approved by the Club Membership during the annual Club
Budget Process (Article II).
|SECTION 11: FOOD AT MEETINGS
The Club is not licensed to prepare or serve food for sale. Members who wish to
receive a meal at a club meeting should signup on the Club Website, (when required)
and agree to pay a fee in advance of, or during the meeting. The serving of food
and cost to members are to be determined by the Club Officers for each event.
Meetings where meals are served may be indicated as sold out when Club Website
signups reach the maximum allowed number of participants.