Akron Cigar Club Proposed By- Laws

Mission Statement:

The Akron Cigar Club is dedicated to the enjoyment that comes from smoking a hand made cigar while in the company of good friends, sharing information relevant to the cigar industry, and patronizing cigar friendly establishments in the greater Akron and Cleveland areas.

Articles:

1). Membership

A). Open to anyone of legal age who enjoys smoking cigars and is interested in sharing their knowledge pertaining to the cigar industry.

B). Silver Key members have access to club news and activities. Silver Key access can only be attained by getting a voucher from a gold key member

C). Gold Key members will include all officers as well as any silver key member who attended at least two monthly meetings during the prior year and received gold key approval by a majority of the elected officers.

D). Membership qualification for the proceeding year begins each May 1st. Only gold key members are eligible to hold office or vote on club issues. All members are obliged to uphold the bylaws of the Akron Cigar Club.

E). At least two elected officials must be present as well as at least two other gold key members in good standing for a gathering to qualify towards gold key membership.

2). Meetings

A). Sanctioned herfs are strictly social events and held once a month at cigar friendly establishments in the greater Akron and Cleveland areas.

B). Business meetings are held quarterly prior to the monthly herf. The agenda informing gold key members of all proposals to be presented at the subsequent business meeting must be posted on the clubs web site one week in advance.

C). Committee meeting time and agendas are determined at the discretion of the committee chairman. A simple majority of committee members must agree on an issue to be presented to the elected officials for consideration. No proposals from committees will be implemented until agreement by the elected officials has been confirmed.

D). A quorum is defined as at least two elected officials and four gold key members in good standing. A quorum must be present in order for a vote to be taken on club business.

E). Officers meetings can be conducted at any time. A quorum for an officers meeting is defined as at least 3 of 4 elected officers present. When all elected officers are present then a simple majority is needed to pass proposals. When only 3 of the 4 elected officers are present then all votes must be unanimous

3). Voting

A). All meetings require a motion be made and seconded in order to bring an issue to a vote. A motion for an issue to be voted on by secret ballot must be made and seconded.

B). Officers shall be elected by a simple majority of the voting membership present at the December meeting. All election of officers will be conducted as a secret ballot unless there is no opposition, in which case a show of hands will be sufficient.

C). A 2/3rd majority of a quorum as defined in article 2D is necessary to pass any proposals during a business meeting as defined in article 2B. .

E). All officers are permitted to vote on issues presented to the membership.

4). Officers

A). President will preside over meetings, appoint committee chairmen, approve meeting agenda's, and provide leadership and direction. In the event that the President is unable or no longer willing to serve, the Vice President will assume presidential duties. The Vice President may choose to run for President.

B). Vice Presidents primary duty will be to serve as chairman of the Activities Committee. Other duties will include interclub liaison and presiding over club meetings in the absence of the President. In the event that the Vice President is unable or no longer willing to serve, the President will assume Vice Presidential duties until such a time that a new Vice President is appointed by the president.

C). Club secretary will record and submit meeting minutes to the web master for posting on the clubs web site. The secretary will also be responsible for submitting an agenda approved by the president for upcoming meetings. In the event that the secretary is unable or unwilling to perform the treasurer will assume the secretaries duties. An interim secretary will then be appointed by the president.

D). Treasurer Duties will include keeping of financial statements, maintain the ACC checking account, and issue allocation of funds for expenditures. In the event that the Treasurer is unable or no longer willing to serve, the President will assume such duties until such a time that he appoints an interim treasurer.

E). Club Connoisseur will be appointed by the President and approved by a majority of the elected club officers. This individual must exhibit exceptional knowledge concerning the cigar industry and will serve as the clubs resource person and advisor on all cigar related subjects. The Club Connoisseur will serve as chairman of the cigar resource committee, and in the event of a tie vote amongst club officers, will cast the deciding vote. The Club Connoisseur will serve until such a time that he resigns or is terminated by a majority of the elected officers.

F). Web Master will be appointed by the President and approved by a majority of elected club officers. Duties include the posting of submitted materials for the web site, as well as to chair the web site committee.

G). Forum Administrators will be selected by the web master and approved by the President.

5). Officer Terms

A). Terms will run from January 1st to December 31st. Nominations will be taken at the November meeting. Only gold key members are eligible to nominate or be nominated. All vacating officers will make themselves available for a transitional period of one month after the end of their term.

6). Appointments of Committees and other Officers.

A). With the exception of Club Connoisseur the president shall define new officers as needed and recommend appointments. A majority of elected officers must approve the office and appointed officer. The newly created office will be filled on an interim basis until elections are held as per Article 5B.

B). President shall decide committee chairs not defined in the bylaws.

C). Upon an officers resignation, the president shall appoint an interim replacement who will complete the term. Any replacement must be approved by a majority of the elected officials. The process for replacing an officer must occur prior to 30 days from the date of resignation.

D). Committees shall consist of no more than one elected official.

E). An elected officer can serve on no more than two committees.

F). An elected officer can serve as chairman on no more than one committee.

7). Financial Responsibility

A). Akron Cigar Club must maintain a positive net worth.

B). Expenses on behalf of ACC will be incurred by ACC officers only.

C). Expenditures up to and including $200.00 must be approved by a majority of officers.

D). Expenditure of over $200.00 must be approved by a majority of gold key members with a quorum as defined in article 2D.

E). All checks must be signed by the President and Treasurer.

8). By-Law Amendments.

A). Each June a by-laws review committee shall be appointed by President. The committee will review the by-laws. All proposals will be brought before the elected officials for approval prior to a vote by the membership. All proposed changes must be submitted to the officers prior to the July meeting.

B). Article 8A is intended to ensure that all by laws are "reviewed" at least once each year. This by law does NOT preclude the duly elected officials of the Akron Cigar Club from presenting amendments which meet "emergency criteria".

9). Passage of resolutions and or amendments ruled as emergencies.

A). An emergency is declared when three of the four elected officials of the Akron Cigar Club agree that the organizations property, status, integrity, and or reputation are at risk due to recent events and or revelations, and immediate action is necessary.

B). As many gold key members as possible will be contacted electronically with the proposed resolutions or amendments. The decision made by the majority of members who respond within a 48 hour period will determine passage or failure. Respondents must meet the definition of a quorum as defined in article 10B. The votes will be sent to an official in good standing and tallied, individual votes will remain confidential.

10). Impeachment and removal from office

A). Impeachment is when three of the four elected officials are in agreement that the official in question should be removed from office due to any one of the following infractions noted in Articles 10C, 10D, and or 10E.

B). Once impeached a vote is taken by the membership for removal from office. A 2/3rd majority of the voting membership will determine whether or not an official is removed from office A quorum in this case will require at least 2/3rd of all gold key members . Any official who is removed from office in this manner will automatically lose membership.

C). Officer who refuses to comply with policies and procedures implemented by the majority of the elected officers is subject to impeachment and removal from office.

D). Officer who jeopardizes the legal standing of the Akron Cigar Club or exposes the Akron Cigar Club to possible legal liabilities is subject to impeachment and removal from office.

E). Officer who expresses or attempts extortion of properties and or material owned by the Akron Cigar Club is subject to impeachment and removal from office.

11). Web site policies and procedures.

A). The official web site of the Akron Cigar Club is located at the domain WWW.AKRONCIGARCLUB.NET. The web site and domain are the sole property of the Akron Cigar Club.

B). Web master will serve as chairman of the web site committee.

C). Forum administrators will serve on the web site committee.

D). A majority of web site committee members is needed to present any proposals and recommendations for approval by the elected officials.

E). Changes to the clubs web site in terms of graphics and layout must be approved by the web site committee prior to approval by the club officials.

F). In addition to the web master, one elected official must always have access to all web sites files.

G). The officer given access to the files can only make entries or changes to the site with permission of the web master and or with unanimous approval by the elected officers.

H). A majority of elected officers is required to have a web master removed.

Copyright © 2004  Akron Cigar Club. All rights reserved.
Revised: 05/20/05.