LOOSE TIES MODEL RAILROAD CLUB, INC.
BYLAWS
ARTICLE 1
Section
1: Name:
The name of this organization shall be the Loose
Ties Model Railroad Club, Inc. hereinafter may be referred to as the “Club”.
ARTICLE 2
Section
1: Mission Statement:
The purpose of the Club is to promote the art of
model railroading, "the World's Greatest Hobby,” and to
provide to the public the art of Model Trains and Model Train Layouts for
educational and historical purposes. To illustrate and educate the
important role railroads played in the history and development of America.
The Club
is a nonprofit, nonpartisan organization whose mission is to provide
high-quality standards for people who care about Model Railroading and the
railroad industry in America. The Club promotes the enjoyment of and
appreciation for the display, collection, and operation of toy trains. This
broadens the knowledge and understanding of the important role railroading has
played in the history of our country as well as providing education and
information about model railroading to its members and to the general public. Many of the Club’s members have
decades of experience in the Model Railroad art and the Railroad Industry and
contribute immeasurably to the educational process of the Club.
The Club
publishes online at http://www.looseties.com events and other
associated social activities provided by the club. In addition, the
Club provides brochures, booklets and analysis on the model railroad industry
and the history of railroading in America. The site features video as
well as written stories. The Club adheres to the hobby
of model railroading’s Code of Ethics.
ARTICLE 3
Section
1: Membership:
Membership shall be open to all persons 18 years
of age and older who are interested in and enthusiastic about the promotion of
model railroading, without regards to race, religion, ethnicity, color,
national origin, or financial status. A
special membership for children ages 5 to 17 is available at a reduced price.
Section
2: Application and Acceptance:
Individuals seeking membership in the Club must
submit a formal membership application, signed by at least one member of the
Club. Acceptance is contingent upon a
majority vote of the members at the next regularly scheduled Club meeting
(after submission of the application), without regards to race, religion,
ethnicity, color, national origin, or financial status and completion of the
probationary period as setforth below.
New Membership dues must be paid on the night of the next scheduled
meeting after the neeting on which the applicants acceptance is confirmed into
the club and is thereby considered to be a member.
Section
3: Probationary Period Requirements:
A sixty (60) day probationary period begins on
the day the club members approve the applicants request for membership
(application). During the probationary
period, the applicant must:
·
Participate in manning the club layout at the Flea Market in
Lewisburg no less then two (2) Sundays a month to ensure flawless operation.
·
Participate in workshops organized by the club to make repairs and
general upkeep of the modules.
·
Attend the monthly meetings held at various members homes on the
last Saturday of the each month.
·
Assist when requested by the club.
Section
4: Term of Membership:
The duration of membership in the Club is for one
calendar year, from January to December in any year, contingent upon the
member’s payment of annual dues. Membership may continue from year to year so
long as dues are paid.
Section
5: Principles of Membership:
A member accepts the principles of the Club as
expressed in ARTICLE 2 and ARTICLE 3 of these bylaws and agrees to comply with,
and be bound by, the Club’s bylaws.
Section
6: Dues:
The Club will affirm or change annual dues each year
during its November meeting. Any change or no change will be in effect November
1 thereof.
Section
7: Spouse and Children:
The annual dues may include, among the member’s
benefits, the participation by a member's spouse and children less than eighteen
years of age in the non-voting activities of the Club. Only members who have
paid dues may vote on Club business. Children under the age of 18 will be
welcome to attend Club meetings and work sessions, but they must be accompanied
by an adult, and that adult will be solely responsible for any
and all damage the child might cause.
Section
8: Non-payment of Dues:
Any person failing to pay membership dues by
March 31 of each calendar year constitutes termination of membership and will
automatically sever his or her membership in the Club.
Section
9: Restoration of Membership Term:
If any person’s membership is deemed to have
lapsed, as per Section 7, and that person then wishes to renew his or her
membership, the Club will require a new membership application and payment of
that year’s dues.
ARTICLE 4
Section
1: Officers:
The officers of the Club shall consist of a
President, Vice President, Secretary Treasurer and IT
Administrator, all serving voluntarily and without pay. The officers shall
constitute the Club’s Executive Committee.
Section
2: Club Elections:
Each year at the October meeting, the Club’s
President shall appoint a committee to nominate officers. At the Club’s next
regularly scheduled meeting, in November, the nominating committee shall report
the names of the persons it has nominated for the various Club’s Officer
positions, at which time the President shall open, to the assembled members,
nominations for each officer in order – President, Vice President, Secretary,
Treasurer and IT Administrator. The elections will take place at the Club’s
November meeting. The person receiving the highest number of votes for each
office will be declared elected to that officer’s position. Elected officers
will assume their responsibilities in January of the upcoming New Year.
With the approval of the Club’s members, officers may automatically succeed
themselves if they are unopposed for election.
Section
3: Duties of Officers:
This section defines the duties of the Club
officers below, as follows:
President: It
shall be the duty of the President to preside over all meetings of the Club and
to carry out such other duties as may pertain to the office.
Vice President: It
shall be the duty of the Vice President to preside at meetings of the Club in
the absence of the President, and to perform such other duties as may
be assigned to the office.
Secretary: It
shall be the duty of the Secretary to record and preserve the minutes of
meetings, keep the records of membership, send out notices of Club meetings,
and to perform such other duties as may be assigned to that office,
including the management of all correspondence.
Treasurer: It
shall be the duty of the treasurer to have full custody of the funds of the
Club, accounting for the same to the Club at its annual meeting, and to present
a financial report at each regularly scheduled meeting of the Club. The
Treasurer will make all payments on behalf of the Club by cash or check. The
Treasurer is to pay no bills unless instructed to do so by a vote of the Club,
except in an emergency, and then by the direction of the Executive Committee. A
report of such action by the Executive Committee and all other actions taken on
accounts payable shall be made at the next regularly scheduled Club meeting.
IT
Administrator: It shall be the duty of the IT
Administrator to have full access to the Web Host provider in
order to upload or download the club’s web pages for maintenance,
modification or enhancements. Pages that are accessible by the
public will be maintained in the host folder located on the provider’s
server. Pages restricted to member access only will be maintained,
within the host folder, in a folder labeled “protected pages” and said folder
will be protected with a predefined user name and
password. Further protection will be maintained by a second login
feature wherein the member will be required to enter their first name, last name and date of birth.
Executive Committee: Executive
Committee will take action on any business that
may arise requiring action prior to the next regularly scheduled
meeting of the Club. Said action will require a positive vote of
three-quarters of the Executive Committee (at least 3 members). Said
action will also require ratification of the club’s members at the next
regularly scheduled meeting, unless the Club is to be
dissolved.
ARTICLE 5
Section
1: Committees:
The President shall, subject to the approval of
the Club, appoint such committees as he or she may deem necessary. The
President is to be a member of all committees, but may
vote on committee decisions only in cases where the vote would otherwise be
tied.
Section
2: Duties of Committees:
Each committee shall conduct business that has
been delegated to it by the Club’s President.
ARTICLE 6
Section
1: Finances:
The Club shall derive its revenue from
annual membership dues, donation boxes placed during it mobile displays
and from other appropriate sources that the Club approves.
Section
2: Business Procedures:
All bills presented for payment are subject to
approval by the Club members present at a regular meeting or a special meeting
called for the purpose of conducting business. Upon approval for payment, the
treasurer will make payment by check.
Section
3: Petty Cash Disbursal:
The Club will maintain, and make available from
its general funds, petty cash in the amount of $25 to facilitate minor
unplanned purchases that may become necessary. Members needing to make such
minor purchases will apply to the petty cash fund and will not take
cash directly from donation boxes, to preserve and protect the appearances of
propriety necessary to our conduct in community life. Use of the petty cash
fund will require a memo note for the withdrawal of cash and a receipt from the
purchase; the Club’s treasurer will ultimately get the receipts.
Section
4: Emergency Payments:
In the event that an
emergency payment larger than $25 must be made, the Executive Committee may
approve payment and report the disbursement at the Club’s next regular meeting
for ratification.
Section
5: Member Reimbursement:
Any member, who makes a purchase or is
considering making a purchase on behalf of the club, shall submit a Request for
Reimbursement form to the executive committee for approval. All
reimbursement considerations shall be pre-approved prior to making said
purchase.
ARTICLE 7
Section
1: Quorum:
The Club defines a “quorum” to be two-thirds of
those dues-paying members present at a regularly scheduled meeting or a special
meeting called for the purpose of conducting Club business. Decisions voted
under this definition of a quorum will be legal and proper under the rules of
the Club.
Section
2: Vote Entitlement:
Each dues-paying member will be entitled to one
vote during any call for a vote at a regularly scheduled meeting of the Club or
during special meetings for the purpose of conducting Club business.
Section
3: Methods of Voting:
Voting on the business of the Club shall be by
voice, except for the election of officers, which shall be by secret ballot.
ARTICLE 8
Section
1: Order of Business:
The order of business at all regularly scheduled
meetings of the Club shall be as follows:
Call the meeting to Order
Check of Officers
Introduction of Visitors
Minutes of Previous Meeting
Treasurer's Report
[When Appropriate:] Nominations of officers
Committee Reports
Correspondence
Old Business
New Business
For the Good of the Club
Collection of Dues or Fees
Adjournment
ARTICLE 9
Section
1: Obscene Language:
Obscene language will not be permitted in the
Club. Fines for infractions of this rule are as follows:
First offense, a warning;
Second offense, a fine not to exceed one dollar;
Third offense, thirty (30) days suspension from
the Club.
Section
2: Alcoholic Beverages:
Alcoholic beverages will not be permitted at
Club meetings.
ARTICLE 10
Section
1: Property of the Club.
This section
defines as Club property any and all items purchased
for or donated to the Club. These items may include, but are not herein limited
to, model-railroad trains (locomotives and rolling stock), model-railroad
track, power sources, control devices, scale-model buildings, operating
layouts, photographs, placards, books, tables, chairs, tools, computer
software, and all other items and equipment in the possession of the
Club. An inventory of such items shall be maintained by the club.
Section
1a: Theft, Lost or Damage to Club Property and
Inventory:
Any member who has been informed of or has
witnessed theft of or damage to club property shall report said instance to a
club officer, specifically the President, Vice President, Secretary or
Treasurer, with the date of the incident, what property has been stolen or
damaged, and the extent of damage.
Section
2: Individual Possessions:
Items in the Club’s temporary keeping that are
privately owned and not specifically donated to the Club will always be
available to the designated owner of those items, who may ask for and will be
awarded their return at any time.
Section
2a: Theft, Lost or Damage to Individual Possessions:
Items of a personal nature brought to the club
for operation or display are the sole responsibility of the owner of such items
and the club is not responsible for replacing any said item should such item
become lost, stolen or damaged. All members are fully responsible for
personal items brought to the club.
ARTICLE 11
Section 1: Nature
of Amendments:
No amendments or additions to these bylaws
may be made that are not in harmony with the stated purposes and mission
statement of the Club. These by-laws were originally adopted by a
unanimous vote of the membership present at a duly called meeting of the Club
held at Lewisburg in Union County, Pennsylvania, on December 8, 1997. They were
revised by a unanimous vote of the membership present at a duly called meeting
of the Club at New Berlin, Union County, Pennsylvania, on November 14,
2000. They were further amended at a meeting of the Club at
Lewisburg, Union County, Pennsylvania on January 1, 2014
to reflect the Incorporation of the Club.
Section
1: Amendment Process:
Proposed amendments to the bylaws of the Club
shall be submitted to the Club’s President for consideration by the Club’s
membership.
Section
2: Amendment Voting:
These bylaws may be amended, or added to, at any
regular or special meeting of the club, by a majority
of those present, provided that all members have had at least ten (10) days’
prior notice of the proposed change to the bylaws.
ARTICLE 12
Section
1: Dissolving the Club:
If at some point the Club fails to remain active
by holding meetings and conducting regular business, the following actions may
be taken to dissolve the Club and dispose of its assets:
1. The
officers of the Club who are currently in place will hold an Executive
Committee meeting to determine whether there is need to dissolve the Club.
Voting on any recommendation to dissolve the Club must conform to the Executive
Committee rules stated in Article 4, Section 3 paragraph 6 of the Club’s
bylaws. Notice of any such impending action will be given to the existing Club
members, in writing, 30 days in advance of a meeting on the proposed action to
dissolve the Club. At this meeting the Executive Committee will outline the
reasons to dissolve the Club. Action will require a proper motion and seconded,
followed by a vote by the members present. Passage will require a “yes” vote by
two-thirds of the members present. If the motion passes the Executive Committee
of the Club will, with due diligence, take the following actions:
a. The
Executive Committee will cause to be published, in three (3) local newspapers
representative of the Club’s geographical sphere, a legal notice describing the
members’ intention to dissolve the Club.
b. The
Executive Committee will inventory all items belonging to the Club – items as
defined in Article 10, Section 1 above.
c. The
Club will offer, at a fair price, the items on the inventory to other
model-railroad organizations within the geographical area of the club, with the
intent to continue advancement of the model-railroading hobby.
d. If
no other model-railroading group expresses an interest, the Executive Committee
will contact the Train Collectors Association in Strasburg, Pennsylvania offer to that association the inventory of the Club.
e. If
the Train Collectors Association is not interested, then the Club’s Executive
Committee will contact an auctioneer service to dispose of the Club’s
possessions in a public sale.
f. The
Executive Committee will equitably distribute the sale proceeds among libraries
in the geographical area represented by the former membership of the Club.
g. With
the foregoing steps accomplished, the Executive Committee shall cause to be
completed and printed a narrative history of the Club and, insofar as possible,
a comprehensive list of its members over the years, and, separately, exhibits,
memorabilia, photographs, and other graphic presentations. The Executive
Committee should make every reasonable effort to see that the libraries
mentioned in Step f, representing geographically the Club’s former membership,
receive and safeguard in their archives printed copies of this history.
h. Then
and only then, upon completion of Article 12 Section 1.1 and subsections a
through g will the Executive Committee declare the Club dissolved and its
assets properly disposed of.