Article Nine - Officers and Board of Directors

Officer Terms and Vacancies

• The business of the Dallas Bears will be administered by the Board of Directors, herein after referred to as the "Board."
• The Board will be elected by the membership.
• Board members must be active Full Members.
• It is the duty of the Board to administer the organization, including but not limited to planning events, managing the organization's funds, club communications, and providing agendas for any meetings of the organization and other items as directed by vote of the membership.
• The Board will consist of a President, Vice President, Secretary, Treasurer, Social Coordinator and Ambassador.
• The Board will be elected by the membership to serve a term of one year; with each officer limited to five consecutive terms in one office
• Nepotism will not be allowed on the Board of Directors, applying only to the positions that have official powers to sign checks (President, Treasurer and Vice-President).  Nepotism for the purposes of the Dallas Bears is specifically defined as: A committed relationship between two or more persons that is intended to be long term and/or permanent, including civil union, marriage, commitment, holy union, domestic partnership and other like arrangements.  Should nepotism occur during a term year one of the two board members in the nepotistic relationship is required to resign their position within 30 days.  The Board of Directors may then follow the provisions in these by-laws concerning vacancies on the Board.
• In the event of a vacancy in any office, the Board will recommend a replacement to fill the remaining term, which is then subject to a vote by the general membership at the next scheduled Membership Meeting.
• The Board may also appoint other non-director level positions as needed to coordinate and efficiently administer the business affairs of the Dallas Bears.  (i.e. Historian, Web Master, etc...)  Said positions will have specific titles and job descriptions listed in the Operating Instructions.

Officer Descriptions

President

• Is the official leader and morale officer of the Dallas Bears and will serve as the director and coordinator over all functions and events of the organization unless otherwise designated by a vote of the General membership.
• Is the official spokesperson of the club and acts as the official liason between the media, clubs, organizations and businesses.
• Will preside over all meetings and is charged with carrying out all procedures, policies, and decisions made by the membership.
• Will serve as ex-officio over all committees.

Vice President

• Will serve during meetings, in the absence of the President, in the capacity the President usually does.
• Will serve as parliamentarian over all meetings.
• Will temporarily fill the office of President in the event of a vacancy or the incapacity (as determined by the Board) of the President until which time the office is filled through a special election or the President returns.
• Will serve as the coordinator over membership by leading recruitment activities, presenting prospective members, membership administration, assigning a Bear Mentor to a new member and follow-up care of new members.
• Will serve as general Care Bear and advocate to the general membership by ensuring board members have continual contact with the membership and members concerns and voices are heard.

Secretary

• Will record, keep and archive all records of the Business and Membership meetings
• Will record and keep all membership data including meeting attendance and provide officers and members in good standing a current membership roster at each regularly scheduled meeting.
• Will work with the Treasurer and provide current list at each Business Meeting of members in good standing and thus eligible to vote during the following Membership Meeting.
• Will determine a quorum for each meeting
• Will provide a written agenda at the beginning of each Business and Membership meeting
• Will serve as coordinator of all communication to the membership.
• Will be responsible for handling inquiries and related correspondence.
• Will maintain and update the Dallas Bears list server in relation to member access.
• Will administer and distribute the official club t-shirts, and Dallas Bears sanctioned items.

Treasurer

• Will keep accurate and complete records of the funds and accounts of Dallas Bears.
• Provide the Board with a quarterly financial report at the first meeting of each quarter.
• Complete and provide a year-end financial report at the first Business Meeting of the Dallas Bears year.
• Provide to the Board event financial reports within 60 days after special events (fundraisers, dinners, etc...)
• Keep the account signature card at the bank current with correct signatures changed within 30 days of each election.
• Will collect and handle all incoming dues and funds and will distribute all outgoing funds as directed by the Board and/or the membership

Social Coordinator

• Will form a social events team to make suggestions, plan and promote social events for benefit of the Dallas Bears members and friends.
• Will serve as Chairperson of the social events team.
• Will ensure a wide variety of commercial and non-commercial events are offered to the membership.
• Will coordinate/oversee the planning and implementation of all social events.
• Will coordinate/oversee all promotions and advertising of all social events.
• Will provide information about events to the Dallas Bears Web Master and the Dallas Bears Events Phone Line.

Ambassador (club liason)

• Will serve as liason between Dallas Bears and all local and out of town organizations.
• Will keep membership informed of other organizations activities and events.
• Arrange cocktail parties at appropriate events when appropriate or requested.
• Coordinate Dallas Bear involvement in special events and activities.
• Work With the Social Coordinator in planning and administration of events.
• Work with the Vice-President in recruiting efforts.

Nominations and Elections

Nominations procedures

• Only Full Members in good standing are eligible to make nominations and be nominated for office.
• Nominations will be opened at the April Membership Meeting.
• Nominations may be received in writing or by voice from the floor
• Nominees at the meeting may at anytime during the nomination period accept or decline the nomination by voice or in writing to the Secretary.
• If an acceptance or declaration declining the nomination has not been received, when nominations close the nomination will be considered void.
• Nominees not present but eligible must be informed by the Secretary of their nomination and given a deadline (the meeting closing the nominations) for accepting/declining the nomination.  If no response is received from the nominee by the set deadline, the nomination will be considered void.
• Should any position not have a nominee the Board will form a Nominations Committee to make nominations for the vacant positions by the close of nominations.
• Only members in good standing may be nominated for more than one office, but may hold only one office.
• Nominations will close at the May Membership Meeting.
• Nominees will be allowed to make a brief statement to the membership.
• Nominees may be reviewed/questioned by the membership.

Election procedures

• Elections will be held as part of the June Membership Meeting.
• Each Full Member in good standing will receive a separate ballot for each position being filled.  All members voting must sign the election roster to validate total possible votes.
• Each position will be voted on individually by secret ballot in the order of the chain of command (President, Vice-President, Secretary, Treasurer, Social Coordinator, Ambassador) with the results of each office being announced before the next office voted on.  Election by the membership is required.  Election by acclamation is not permitted.
• The Secretary will secure a counting team of three (3) non-nominees.   This counting team will conduct tallying after each vote, record the results, pass the results to the Secretary for announcement and retain the ballots for the offical minutes and record of the organization.
• Full Members, in good standing, that are unable to attend the election meeting may obtain an Absentee Ballot for the purposes of the officer election.  Members should contact the Secretary prior to the election to make arrangements for voting by absentee ballot.  The Secretary will provide deadline information at the May meeting regarding absentee ballots and voting.
• Absentee ballots cast will be held by the Secretary and given to the counting team at the time of the election for validation and counting.  Absentee ballots must be validated by name and signature of the Full Member voting and kept with the club records.
• A simple majority of the voting members present is required to fill the office being elected

Installation of Officers

Newly elected officers will take their office effective at an induction ceremony to be held at the Annual Meeting.