By-Laws
NELUG
(New England LEGO® Users Group)
Mission Statement & By-Laws
Mission Statement:
The New England LEGO® Users Group (NELUG) was formed in August of 1999 for the sole purpose of facilitating adults in the sharing of the LEGO® hobby. Participation, though not required, is highly encouraged. NELUG does not favor one form of the hobby over any other, affording its membership a diverse range of exposure. NELUG's primary goal is camaraderie that is achieved by providing members the opportunity to meet other adults who share a common fascination of LEGO® through correspondence, meetings and events.
By-Laws:
Article 1. Calendar: The NELUG operating calendar will coincide with the calendar year of January 1st through December 31st.
Article 2. Dues: Dues will be collected during the first month of the year. The amount of dues will be determined by the Executive Committee (“EC”) each year based on the needs of NELUG.
Article 3. Membership:
3.1 All members must meet the following qualifications of membership.
3.1(a) Members must be over 18 years of age. The Executive Committee has the right to request proof of age. It is up to the EC to determine what proof is considered satisfactory.
3.1(b) Dues must be paid during the first month of joining the club, and thereafter during the first month of the calendar year, or the membership may be forfeited. The EC has the discretion to review any extenuating circumstances and make a ruling accordingly.
3.1(c) First time members must be a resident of one of the 6 New England states (Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, and Vermont). Any member in good standing that leaves New England may remain a member provided they meet all other membership requirements. Non-resident members are not eligible for service on the Executive Committee.
3.2 Resignation of a member. Any member may resign at any time by informing the EC of their resignation. A member, once resigned, may no longer vote, must return all club property in the same condition it was given to him/her within 14 calendar days, and may no longer receive any benefit from the club which includes, but is not limited to, use or possession of club property, membership in club mailing lists and participation in club events. A resigned member should not expect a refund of the current year's dues, though it is left to the discretion of the EC. A resigned member may rejoin the club after satisfying the initial membership requirements.
3.3 Denial of Membership. For good cause, any person may be denied membership, even after satisfying the requirements of section 3.1, by unanimous vote of the EC.
3.4 Removal of a member. A member may be removed from the rolls of the club by a unanimous vote of the EC. A member, once removed, may no longer vote, must return all club property in the same condition it was given to him/her within 14 calendar days, and may no longer receive any benefit from the club which includes, but is not limited to, use or possession of club property, membership in club mailing lists and participation in club events. A member involuntarily removed should not expect a refund of the current year's dues, though it is left to the discretion of the EC. Without the unanimous approval of the EC, the member will not be allowed to rejoin the club. Removing a member is meant as a last resort measure, and is not to be undertaken by the EC without good cause.
Article 4. Executive Committee:
4.1 The Executive Committee or EC will be made up of 5 members that serve rolling 5 year terms.
4.2 The function of the EC shall be to oversee and finalize all decisions regarding club activities.
4.3 EC members hold the title of General Partner and therefore share all liability and responsibility for the club equally. It is the responsibility of the EC to listen to membership and wherever possible follow the wishes of the club.
4.4 One, and only one EC term will be up for election each year. In the event an EC member cannot complete their term a special election will be held to fill the seat for the remainder of the term.
4.5 EC members must reside in New England for their entire term. In the event an EC member ceases to reside in New England that member will forfeit the remainder of their term and a special election will be held to fill the seat for the remainder of the term.
4.6 EC members must sign a contract agreeing to abide by these rules, as well as agreeing to relinquish the General Partner title to the club upon removal or failure to be re-elected. The contract must also state the EC member will agree to perform all duties necessary to transfer the General Partnership title.
4.7 The EC shall develop and maintain a written policy for the following responsibilities as well as any other procedures that the EC may see fit to include: This document will be titled “NELUG Policies and Procedures”.
4.7(a) Track and manage membership in the organization, and verify membership eligibility for each member as outlined in Article 3.
4.7(b) Manage club finances
4.7(c) Track and inventory all NELUG assets
4.7(d) Review contracts and sign if approved. It is the responsibility of the EC to define parameters for approving contracts.
4.7(e) Coordinate events
4.7(f) Set participation levels. (The number of members needed to successfully fulfill event requirements)
4.7(g) Maintain external relationships
4.7(h) Maintain club communication
4.7(i) Maintain the NELUG Web Site
4.7(j) Establish mechanisms for performing elections.
Article 5. Electing the EC:
5.1 This procedure applies to all regular and special elections of EC members.
5.2 To appear on the ballot a member must be nominated and seconded. You cannot nominate or second yourself.
5.3 EC members will automatically appear on the ballot for reelection unless they choose to be left off the ballot.
5.4 Quorum for election is one half the entire membership.
5.5 A majority vote of those voting is required for election. In the event that no member receives a majority the top two candidates receiving votes will appear in a runoff election. In the event of a tie in the runoff election, a second runoff election will be held with the same two candidates. If the tie remains the election shall be decided by the flip of a coin.
5.6 All members in good standing may cast a vote and voting may be electronic or any other means determined by the EC.
5.7 Elections will be in December with terms beginning January 1st.
5.8 A minimum of 2 weeks notice of an election will be given to the Dues Paying members.
5.9 Voting will take place over 1 week. The EC is to distribute the ballot and collect and verify votes.
Article 6. First Election of EC:
6.1 The first election of the EC shall be held immediately following the ratification of these by-laws.
6.2 Only those members who are eligible to vote for by-laws ratification as defined in Article 10, shall be eligible to vote in the first EC election.
6.3 Only those members who are eligible to vote for by-laws ratification as defined in Article 10, shall be eligible to hold office in the first EC.
6.4 The election procedure defined in Article 5 shall be followed except for the following:
6.4(a) There shall be five elections over 5 consecutive weeks. In the event that a seat is uncontested and the ballot for the following election is set then the following elections can be moved up with club approval.
6.4(b) In order
to provide for rolling elections, each initial office shall be for a different
term. The first office to be elected will be for a five year term. The second
office shall be for a four year term. The third office shall be for a three
year term. The fourth office shall be for a two year term. The last office
shall be for a one year term.
Article 7. Removal of EC Members:
7.1 Paying members may request the dismissal of an EC member. A written petition documenting the reason for removal and signed by at least 25% of the membership is required to force a vote. The written petition must be presented to an EC member not on the recall petition.
7.2 In the case of a petition for the dismissal of the entire EC, the petition must be presented to the most senior EC member.
7.3 A recall vote must then be held within two weeks of receipt of the petition.
7.4 The EC member is removed upon approval of the petition by 2/3rd of the entire membership. Voting may be electronic or any other means determined by the EC members not named in the petition.
Article 8. Assets:
8.1 All assets are the property of NELUG and are to be maintained by the EC or an EC designated person. Assets are held legally by the general partners, but are held in trust to NELUG. As such the EC is empowered to take all necessary action, including expending club funds, to protect club assets.
8.2 When assets require a person to be the legal owner, a document will be prepared that states the legal owner of the asset is holding that asset in trust for NELUG and in the event that the legal owner leaves the group they have 1 month to transfer both physical and legal ownership of that asset to a member designated by the EC. It is up to the EC to determine when such a document is required.
Article 9. Making Changes to the By-Laws:
9.1
A written petition for change
signed by 25% of the membership that is
accompanied by a final draft of the suggested changes, including any
required explanations, must be submitted to the EC.
9.2 Once approved for a vote 2 weeks notice is required before the vote takes place.
9.3 Voting may be electronic or any other means determined by the EC members and will take place over 1 week.
9.4
Both two-thirds of the members who vote and more than one-half of
the entire membership must vote in favor of the amendment in order to
approve the change.
9.5 All changes must be ratified by a majority vote of the EC.
Article 10. Initial Ratification of the by-laws:
10.1 The following members are current members of the club, and are eligible to vote for ratification of these by-laws:
10.1(a) Jamie Berard,
10.1(b) Dan Boger,
10.1(c) Jenn Boger,
10.1(d) Joe Comeau,
10.1(e) Preston Crow,
10.1(f) Michael Crowley,
10.1(g) Jonathan Dallas,
10.1(h) Tom Duggan,
10.1(i) Dave Eaton,
10.1(j) Doug Eaton,
10.1(k) Jorge Fernandez
10.1(l) Eric Joslin,
10.1(m) Eric Kingsley,
10.1(n) Christopher Masi,
10.1(o) Wayne McCaul,
10.1(p) Christopher Phillips,
10.1(q) Michael Ripley,
10.1(r) Alfred Speredelozzi,
10.1(s) Shaun Sullivan,
10.2 These by-laws shall be proposed to the members in electronic format, by one of the current General Partners.
10.3 The by-laws must be seconded by another eligible member.
10.4 Once proposed, voting shall be held for one week.
10.5 Voting will be by email on the current private NELUG mailing list.
10.6 2/3rd of the current membership is required to approve these by-laws.