| ARTICLE I – OFFICIAL NAME Section 1, Official Name The MOMs Troop of Middle Georgia ARTICLE II – PURPOSE AND OBJECTIVES Section 1, Purpose The MOMs Troop of Middle Georgia is a private, non-registered not-for-profit organization formed to provide mothers a network of support through community involvement, support programs, and social activities for mothers, children, and families. Section 2, Objective The group will work with businesses and other area community organizations in an effort to create and support activities and projects geared toward enriching the lives of its members and their children. The ultimate goal of the group is to provide mothers a place to participate in social activities, receive help, and support for one another. ARTICLE III – MEMBERSHIP Section 1, Membership The membership shall consist of mothers and female guardians with their child(ren), as well as expectant mothers. Section 2, Application Application for Troop membership shall be open to any woman that supports the purpose statement in Article 2, Section 1. While The MOMs Troop is a private organization, it does not discriminate against anyone on the basis of race, creed, color, or religion. The Board of Directors does reserve the right to deny membership to any applicant without cause. Section 3, Potential Members Potential members will be permitted to attend two pre-designated events for guests before deciding to join. Section 4, Active Membership Active membership is contingent upon having an application on file, being up-to-date on membership dues, and submitting a current Handbook Acknowledgement Statement form to the Membership Director. Active members shall receive all rights, benefits, and privileges of the organization in accordance with their membership package. Section 5, Participation A. Activities - Participation in MOMs Troop events is for the member and her child(ren). The only activities open to husbands and/or other adult male family members are those open to the general public or events labeled “Special Family Events”. B. Community Forum - Established for members to have a place where they can come to share their ideas, ask for and give advice, and hold general discussions wide range of topics. The Forum is operated and monitored by the Operations Director under the supervision of The MOMs Troop Board of Directors. All members are to abide by the forum rules set forth on the community forum entrance page. Failure to do so will result in immediate removal of the offensive post. Repeat offenders will be removed from the Community Forum. C. Out-of-Town Guests – Members may bring out-of-town guests to any general MOMs Troop function. We will gladly extend any event discounts provided by vendors to our guests. However, if it is a “Troop-Paid” activity or an event in which an RSVP is required due to vendor space limitation, the Activities Director must approve guest attendance. We must ensure the supplies/materials needed and/or limited slots are offered to our paid members before we can lend them to a guest. The Activities Director renders the final decision on all exceptions to this policy. D. The Monthly Board Meeting will be open to all active members of the Troop. See Article 5, Section 1. E. Inactive Member Status - Any member who has not attended or participated in a Troop event or activity for a period of three months will be placed on inactive status. Inactive members retain membership rights and privileges but will no longer receive monthly calendars or have access to the community forum until such time that participation is resumed by contacting the Membership Director at membership@themomstroop.org. Section 6, Member Grievance If at any time a Troop member has a grievance with another member and feels the situation needs to be formally addressed, the member is encouraged to contact the Executive Director for this is the only way any complaint will be officially acknowledged. In efforts to resolve the situation, the Executive Director will then act as a communication liaison between the two parties. The Executive Director will maintain a written record of all complaints and keep them in confidence by member identification numbers . If an excess of three complaints are filed regarding one member, that member will be approached by the Board of Directors to discuss a resolution and forming an action plan. If additional complaints are filed and the member is in violation of the action plan set forth, the Board has the right to hold another meeting with the offending member to discuss the lines of membership termination. Section 7, Termination of Membership The Board of Directors has it in their power to terminate any membership for non-compliance with the Troop’s Bylaws, Membership Handbook, behavior policies, or member grievance. In addition, a petition signed by a minimum of ten percent (10%) of Troop members can be presented to the Board to request that a member be terminated. This petition must be in writing. All complaints and signatures will be kept confidential by way of membership identification number. Upon receiving this petition, the Board will vote on the termination. Membership termination results in a forfeiture of any and all dues paid to that point. Section 8, Membership Cancellation A member may cancel their membership at their renewal date or at any other time. Cancellation of membership results in forfeiture of all dues paid to date. ARTICLE IV – MEMBERSHIP CATEGORIES AND DUES Section 1, Categories of Membership The Board shall have the authority to establish and define the various categories of Troop membership. A. Full Troop Membership – Any active member who has paid their annual membership dues and is in good standing with the Troop B. Partial Membership – Any active, full member who will be moving within six months of joining the Troop C. MOMs Only Membership – Any active member who joins the Troop and will be participating exclusively in the MOMs-Only events D. Corporate Membership – Any active, full member who has paid an advertising fee in addition to their membership dues. The various levels of corporate advertising will be set by the Troop Board of Directors. Section 2, Membership Dues All membership dues are non-refundable. Membership dues will be set annually by the Board and presented at the Annual Troop Meeting. Membership dues are paid on a per family basis. The purpose of said Troop membership dues is to assist in the operating costs of the organization, fund various Troop activities including the monthly Troop-paid activity, and offer programs of support to its members. Section 3, Membership Renewal Current membership renewal is due on the anniversary date of initial membership. A membership renewal notice will be sent to each active member two weeks in advance of their renewal date. Upon receiving the notice, the member has until their anniversary to pay their annual dues and submit a newly signed Membership Handbook Statement. The Board reserves the right to deny membership renewal. Section 4, Membership Buddy Discount If one has been an active Troop member for one month or less and recruits a new member, then she is eligible for a $10 membership discount. If two potential members join at the same time, then the recruiting member will receive $10 off her membership. ARTICLE V - MEETINGS Section 1, Monthly Board Meeting Monthly meeting will typically be held on the first Monday of each month at 7pm, unless otherwise stated by the Board. Meetings will be open to members only; the Board of Directors will designate any exceptions. Section 2, Annual Membership Meeting The Troop Board of Directors will set the date and time of this meeting. This meeting is open to all members. It will include an organization overview, a financial analysis, program/committee updates, and projections for the forthcoming year. Section 3, Special Meetings and Petitions Special meetings may be called by a simple majority of the Board of Directors. A petition signed by ten percent (10%) of the Troop membership may also call a special meeting. Section 4, Meeting Notice Notice of each meeting shall be given to each regular member, by mail (including email), the community forum, or on the monthly activities calendar, not less than five days before the meeting. Section 5, Board Quorum A Board Quorum is defined as sixty percent of the Board members. Before business can be transacted, including motions made and/or passed, a Board Quorum must be present. Section 6, Board Stalemate In the event the Board of Directors votes and a stalemate results and cannot be broken, the matter will be presented as a referendum to the Troop members. This can be done by email or at the next Monthly Board Meeting. ARTICLE VI – BOARD OF DIRECTORS Section 1, Board Role, Size, and Composition The Board is responsible for overall policy and direction of the organization and maintains responsibility for day-to-day operations. The Board receives no compensation other than approved, reasonable, reimbursable expenses. Section 2, Board Positions There shall have one Executive Director and a Board of Directors consisting of Activities Director, Operations Director, Membership Director, Marketing Director, and an Outreach Director. The Executive Director may appoint one of the other Directors to act as Executive Director Pro Tempore. Section 3, Board Election Process Three-fourths vote by a majority of the Troop membership is required for election. In absence of majority member participation, a three-fourths vote by the Board will confirm the candidate. A. Eligible candidates are those that have been a member for a period of three months or longer and are in good standing with the Troop. B. Submissions for elected offices will be gathered by the Operations Director by way of nomination and application for a period of one week. C. The Board will review the applications and present all plausible candidates at the next Monthly Board meeting (Monthly Meeting A). D. The Board of Directors will hold an interview with each of the accepted nominees/applicants to assess their interests and ability to fulfill all related responsibilities. E. The Board will present a final slate of officers to Troop members for election. The slate will be brought before all members by means of a Troop-wide email or a paper ballot will be available upon request. Voting will be open for one week and will be made by means of submitting a reply to the email. All votes will remain confidential by the Board of Directors. F. Newly elected Directors will be announced and installed at the following Monthly Board Meeting (Monthly Meeting B). Section 4, Board Term of Office All Board members shall serve one-year terms, but are eligible for re-election. Section 5, Board Vacancies When a vacancy on the Board exists, standard election procedures, as stated in Article 6, Section 3, will apply. All vacancies will be filled only to the end of the particular Board member's term; at which time the new Board member is eligible for re-election. Section 6, Board Resignation, Absences, and Termination A. Resignation from the Board must be in writing and submitted along with all Troop materials to the Executive Director. B. A Board member shall be terminated from the Board if she has three or more un-excused absences from Board meetings within a period of one year. C. A Board member, including the Executive Director, may be removed for reasons other than absences by a three-fourths vote of the remaining directors or a petition signed by three-fourths of Troop members. Upon Board termination, the member may choose to remain an active member of the Troop. Section 7, Board Vacancy Emergencies A state of emergency may be declared by the Executive Director if at any time three or fewer Board positions are filled, including the Executive Director’s position. During this time, a review of nominees will be taken and, if necessary, the three-month Troop membership requirement may be waived. Depending on the circumstance, the Board may choose to follow the standard election procedures as outlined in Article 6, Section 3 or it may choose to appoint a member to a vacant position immediately. ARTICLE VII – BOARD OF DIRECTORS DUTIES Section 1, Executive Director The Executive Director will preside over all meetings, report on the general progress of the Troop, and answer questions of Board members. Provides general supervision for the organization, including daily operations required to sustain the Troop. Responsible to all board members and for the overall success and advanceement of the organization. Has the authority to withdraw funds from the Troop bank account and sign checks. Ensures all activities meet the strategic planning goals of the Troop and correspond with the mission statement as well as the Bylaws. Acts as a contact liaison between parties during matters of member grievance, See Article 3, section 6. The Executive Director has voting privileges. Section 2, Operations Director Responsible for budget preparations in conjunction with the Marketing Director and Executive Director. Creates monthly financial reports. Maintains checkbook and petty cash balances, makes deposits, and distributes reimbursements, but does not have the authority to withdraw money from the Troop’s bank account. Access to all Troop-related accounts. Meeting Administrator: responsible for taking, typing and reporting minutes, including posting them on the community forum. Responsible for all Troop-wide emails, distribution, etc. Prepares final quarterly newsletter draft for print. Website contact liaison and responsible for website maintenance and updates. Community forum administrator. Responsible for overseeing election process. Section 3, Membership Director Acts as the first point of contact when a potential member contacts the group. Creates, maintains, and distributes Letters of Interest packet to all new potentials. Maintains list of all contacts made. Responsible for the collection of new membership forms to include completed application and Handbook Acknowledgment Statement. Maintains and distributes Member Roster, Birthday List for members and children, and renewal list. Creates, maintains, and distributes New Member Welcome Packets. Responsible for distribution of renewal letters (to include emails), and collection of renewals fees. Responsible for placing new member information as well as updating current member information in Yahoo account. Maintains current and old member applications and signed Handbook Acknowledgment Statements. Responsible for the maintenance of the Special Occasions Program. Section 4, Activities Director Responsible for all activities and event planning for The MOMs Troop. Responsible for soliciting feedback from Troop members relating to activities and events. Communicates, via email and/or the community forum, with members to provide updated information regarding activities, approving attendance of out-of-town guests and special member circumstances for activities. Responsible for Thank-You correspondence to area vendors. Section 5, Outreach Director Creates and operates outreach support programs. Responsible for coordinating all Committee volunteers and leaders. May, with Board approval, create new committees as deemed necessary to promote the Mission and goals of the Troop. Maintains distribution list of recruitment materials. Section 6, Marketing Director Responsible for distributing Troop flyers and other recruitment materials throughout the community. Establishes Fundraising goals and budget requirements. Organizes Fundraising Events. Solicits corporate sponsorships, secures donations and benefactors and maintains those relationships. Marketing and Public Relations responsibilities. Acts as the Troop’s Press Contact. Section 7, Executive Director Pro Tempore Fulfills the Executive Director’s duties and responsibilities whenever the E.D. is unable to do so. This position is held by a member who currently holds a Board position with voting privileges. The Executive Director Pro Tempore may assist the Executive Director in any way necessary. In the event a Board member is acting as the Executive Director Pro Tempore while maintaining her current Board position, she will only have one vote. Section 8, General Pro Tem A simple majority vote of the Board of Directors has the power to enact and remove the General Pro Tem position. The Board will determine the duties as deemed necessary and the General Pro Tem will have voting privileges. ARTICLE VIII – COMMITTEES Section 1, Committees Committees can be appointed, with Board approval, on an as needed basis for special events, community projects or Troop business. The Board of Directors will vote the formation and dissolution of a committee on an as needed basis. The Outreach Director will oversee those committees formed. The various Committees may have a Committee Leader to assist the Outreach Director. ARTICLE IX – FINANCIAL Section 1, The MOMs Troop Budget Using the current year’s budget as a guideline, the upcoming year’s budget will be prepared by the Operations Director and presented to the entire Board two months prior to the Annual Troop Meeting. After each Board member has submitted all revisions, editions, and additions, the Operations Director will compose the finalized budget and will present it to all members during the Annual Troop Meeting. Section 2, Operating Expenses All general operating expenses that have been approved in the Annual Troop Budget will be purposefully used at the discretion of the Troop Board of Directors. Section 3, Reimbursements All requests for reimbursements must be presented with a receipt within 30 days of the expenditure. If the expense has been included in the Troop budget, one can receive immediate reimbursement. However, if the expenditure has not been included in the budget and has not been pre-approved, reimbursement is available only with a majority Board vote. ARTICLE X – AMENDMENTS Section 1, Amendments These Bylaws may be amended whenever necessary by a two-thirds majority of the Board of Directors. Proposed amendments must be submitted to the Operations Director five days prior to a Board Meeting and sent to the Board members along with the agendas/announcements for the upcoming meeting. |
| The MOMs Troop of Middle Georgia
Official Bylaws Adopted February 23, 2007 |