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The Fan Club will have the following elected officers: President,
Vice President, Secretary, and treasurer. The elected officers shall be
selected from the Board of Directors and elected by the Board members.
A. The election of officers shall take place at the May meeting of
the Board of Directors following the March election of Directors.
B. Each officer shall be elected separately in the following order:
President, Vice- President, Secretary, and Treasurer.
C. The officers of the Fan Club shall be elected as decided by a
plurality of votes cast for each officer position, provided that at
least six (6) votes are cast.
D. Each elected officer shall office for one (1) year.
E. No Board member may serve more than two (2) consecutive years in
any office during a term on the Board of Directors.
F. In the event that any officer vacates their position during
their term, an election will be held for the vacated office at the
next scheduled board meeting.
The President will:
A. act as the chief spokesperson for the Board of Director and for
the Fan Club.
B. make all ruling on the interpretation of the Charter and Bylaws,
subject to the appeal
of the Board of Directors.
C. be entitled to vote only in the event of a tie.
D. be a member ex-officio of all committees.
E. preside at all meetings of the Fan Club's Board of Directors and
Fan Club meetings.
F. upon request, personally verify the Fan Club's bank balance.
"Verify", in this context , means the President will not
only examine the books to ascertain how much money should be on
deposit.
The Vice President will:
A. .in the absence of the President, perform the duties of the
President.
B. in the absence of a Standing Committee Chair, oversee the
functions of the committee
until a new chair is selected.
The Secretary will:
A. Keep the minutes of the Board of Directors and special meetings.
B. Take the roll call at the Board of Directors meetings.
C. Provide, upon request, the minutes of previous meetings of the
Board of Directors meetings.
D. Have a list of all Officers, Directors, and committee
Chairpersons.
E. Conduct correspondence as directed.
F. Be the custodian of all documents belonging to the Fan Club.
This includes, but is not limited to all
annual membership records, tax reports, year-end financial statements,
and Bank statements. These
records will be permanently maintained. All other financial records,
including cancelled checks,
expense reports, cash receipts, monthly reports, etc., should be kept
for at least 10 years.
G. Make available Articles of Incorporation, By-Laws, and minutes
to the meetings to any member
requesting them.
H. Preside over the meetings taking place in the absence of the
President and Vice- President.
I. Assure that all pertinent records are passed on to the incoming
officers from the outgoing at the conclusion of their term.
J. Keep current the names of officers authorized to sign checks
with the banking institution used by the Fan Club.
The Treasurer will:
A. Maintain a bank account in the name of the Fan Club in a
recognized banking institution.
B. Receive and deposit all Fan Club receipts in a timely fashion.
C. Keep records of such funds using approved bookkeeping methods.
D. Pay bills when clearly authorized. Payment will be made by
counter-signed check.
E. Give a complete financial report at the monthly Board of
Directors meeting. Give a summary of the financial report at the
monthly general membership meeting.
F. Maintain financial records for the current year and the previous
2 years.
G. Prepare all financial reports required by law and present them
to the Board of Directors for approval.
H. Open the Fan Club's financial books to anyone authorized by the
Board of Directors to inspect the books.
I. Should the Treasurer desire to resign, all financial records
will be surrendered and a resignation tendered to the President of the
Fan Club. The Treasurer's resignation will not be accepted until such
time as these financial records have been examined and found to be
correct.
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