Bylaws

As of 11/2008

AUSTIN ASSOCIATION OF THE DEAF, INCORPORATED

8818 Cullen Lane ° P.O. Box 3884 ° Austin, Texas 78764-3884 ° (512) 282 – 0254

CONSTITUTION

ARTICLE I - NAME

1 This organization shall be known as the Austin Association of the Deaf, Incorporated.

ARTICLE II - OBJECTIVES

1 The objectives of this Association shall be:

    A. To provide fellowship;
    B. To provide educational, recreational & cultural opportunities for the members;
    C. To work in harmony with any organization(s) and business(es) to provide the business opportunities for the Association.

2 The power herein granted shall be solely vested in this Association with equal rights and privileges to all members in good standing.

ARTICLE III - CORPORATION

1 This Association is incorporated under the laws of the State of Texas without stocks or shares held by members or others.

ARTICLE IV - MEMBERSHIP

1 The membership of this Association is open to any deaf and hard of hearing adults.

2 Any hearing adult interested in the objectives of this Association may be a member with no voting and office holding privileges.

3 The membership of this Association shall consist of:

A. All members or temporary members expected to follow local, state and federal laws and Association’s Constitution and Bylaws.
B. All members and temporary members have rights to be safe on the club premises.

ARTICLE V - OFFICERS

1 The elective officers of this Association shall have a President, a Vice-President, a Secretary, a Treasurer, a Director of Social Affairs and a chairperson of Board of Governors. They shall be called Executive Board.

2 The term of all officers shall be two years beginning January 1st after the even-numbered year on November Elections or until their successors are elected and qualified. No person while serving as auditor shall accept any other office in this Association.

3 The qualification of the candidates for the offices in this Association shall be a voting member in this Association and a continuous good standing for at least six months prior to making a declaration as a candidate and prior to the acceptance of the nomination.

ARTICLE VI - BOARD OF GOVERNORS

1 The Board of Governors shall consist of five (5) members.

2 The term of Board of Governors shall be two years beginning January 1st after the even-numbered year on November Elections or until their successors are elected and qualified. No person while serving as auditor shall accept any other office in this Association.

3 The qualification of the candidates for the offices in this Association shall be a voting membership in this Association and a continuous good standing for at least one year prior to making a declaration as a candidate and prior to the acceptance of the nomination.

ARTICLE VII - MEETINGS

1 Regular Business Meeting of this Association shall be held monthly. Special meeting may be called for any reasons at President’s discretion and/or chairperson of Board of Governors.

2 The business of the Executive Board; Board of Governors and the Committees shall be conducted at any time whenever a duly called meeting of its officers and committees shall be assembled.

ARTICLE VIII - QUORUM

1 The quorum for the membership shall be determined based on the provisions of the current By-Laws.

ARTICLE IX - COMMITTEES

1 The Association may have such committees as may be deemed necessary in the best of interests of the Association and to facilitate activities of the Association.

2 The committees shall serve at the will of the Association with their primary function being that of providing service and/or assistance to the organization.

ARTICLE X - PARLIAMENTARY AUTHORITY

1 Unless otherwise provided by in the Constitution and Bylaws, Robert’s Rules of Order shall be the parliamentary authority of the Association

ARTICLE XI – AMENDMENTS

1 Any proposal for amendment(s) to Constitution shall go through Vice-President for proper procedure. Vice President shall have no authority to deny member’s privilege to make a proposal.

2 The Constitution may be amended, altered or revoked by two-thirds (2/3) vote of members present and voting at Regular Business Meeting.

3 The Constitution may be suspended by two-thirds (2/3) vote of members present and voting at Regular Business Meeting.

ARTICLE XII - DISSOLUTION

1 In the event of dissolution, all tangible assets shall be sold and all monies realized therefore together with any other monies remaining shall be turned over to the Texas Association of the Deaf to be held in trust against the eventual revival of this or a similar organization as Association. A similar organization shall be eligible to receive these funds only after it has been in existence for a minimum of five years. The income from said trust shall accrue to the Texas Association of the Deaf. In no case shall the Texas Association of the Deaf be liable for any debts of this Association.

As of 11/2008

AUSTIN ASSOCIATION OF THE DEAF, INCORPORATED

BYLAWS

ARTICLE I – MEMBERSHIP AND DUES

1 All members and associate members shall pay their dues annually in any month.

2 Prior to paying membership due, each and every member shall acknowledge the responsibilities as good standing member. Each and every member shall obtain a copy of constitution, bylaws and standing rules of the Association.

3 All new or renewal annual membership cards shall be sent within 30 days after the dues are paid.

4 All members shall be required to present their membership cards upon entering the clubhouse or any events sponsored by the Association.
A. Member not bringing membership card shall pay temporary membership dues.

5 The membership due shall be paid for at least 30 days prior to any Regular Business Meeting to be eligible for voting privileges.

6 There will be no membership grace periods after the membership due is expired.

7 Any guest shall be required to pay for temporary membership dues (one day) at the clubhouse or the events sponsored by the Association.

ARTICLE II – THE ELECTION

1 The term of the office of the all elective officers and Board of Governors shall be 2 years beginning January 1st after the even-numbered year on November elections or until their successors are elected and qualified.

2 The Officers and Board of Governors shall be elected one by one, by majority of the vote cast or by secret ballot.

3 The voting members have their rights of recall and/or referendum.

ARTICLE III – DUTIES AND POWERS OF OFFICERS

1 The elective officers are consisted of president, vice president, secretary, treasurer and director of social affairs.

2 Elective officers

    A. Shall abide the Texas Alcoholic Beverages Commission (TABC) rules and regulations.
    B. Shall not take any commission from any events sponsored by the Association.
    C. Shall cancel any meeting, event, or/and close the clubhouse as they see the need of doing it.
    D. Shall be exempted from paying admission to any events.
    E. Shall be asked to do other duties as needed.

3 When vacancy occurs in any elective office of the Association for remaining term, except for the president, and if no replacement occurs more than 30 days, the Executive Board shall appoint the replacement with an approval from the members at the regular business meeting.

4 The elective officers shall appoint representative(s) to any event and conference with members’ approval.

5 The elective officers shall appoint janitor and landscaping staff with members’ approval.

6 The officers shall complete all duties and/or tasks at end of their terms by December 31st.

7 President

    A. Shall run the regular business and executive board meetings of the Association.
    B. Shall appoint a parliamentarian prior to the regular business meetings.
    C. Shall abide the constitution, bylaws and standing rules of the Association.
    D. Shall cast the deciding vote in case of tie for all matters except the election.
    E. Shall oversee the operation of the officers and the committees.
    F. May have any written agenda for the regular business meeting.
    G. Shall appoint the chairperson(s) for any events as needed.

8 Vice-President

    A. Shall run the regular business meetings in the absence or at the request of the president.
    B. Shall assist the president in all administrative matters.
    C. Shall succeed to the office of president if it becomes vacant.
    D. Shall keep the copies of the Constitution, Bylaws, standing rules and all motions made enacted by themembers.
    E. Shall be responsible for updating Constitution, Bylaws and standing rules after each Regular BusinessMeeting.

9 Secretary

    A. Shall record the proceeding of all the meetings with the copy of Constitution, Bylaws and standing rules and Robert’s Rule of Order on hand at all the time.
    B. Shall keep the records of:
        1. Meeting minutes
        2. Officers’ reports
        3. Board of Governors’ reports

    C. Shall forward any passed motions relating to Constitution, Bylaws and standing rules to Vice President.
    D. Shall be responsible for all necessary correspondences.
    E. Shall be a chairperson of membership committee.
        1. Shall keep membership records and update them monthly.
    F. Shall post the declaration for the opening offices and the requirements for each elective position on the bulletin board, for vacancy, one month before next regular business meeting.
    G. Shall relay announcements pertaining to the programs/events of the Association.
    H. Shall be responsible for the monthly newsletter.

10 Treasurer

    A. Shall be responsible for all financial and legal transactions of the Association.
    B. Shall keep permanent financial records in the file.
    C. Shall submit monthly written reports of all financial transactions of the Association to the members.
    D. Shall appoint two auditors.
        1. An auditor with seniority shall succeed to the office of the Treasurer if it becomes vacant on a temporary basis.
    E. Shall collect all membership dues and cashier's monies after each scheduled night with a signed written report.
    F. Shall work with social affairs director involving the record of spending and earning of each event.
    G. Shall be a safe deposit box key holder.
    H. Shall be bonded.

11 Director of Social Affairs

    A. Shall coordinate the master calendar for social and cultural events sponsored by the Association such as social, dances, children activities, workshops, recreational activities and entertainment.
    B. Shall appoint a chairperson for event committees subjected to Executive Board’s approval.
    C. Shall submit all activity reports along with the earning/spending to the Executive Board meetings.
    D. Shall be responsible for reservation forms and the use of clubhouse premises by other organizations and/or private individual/group.
    E. Shall be responsible for clean up after any events along with event chairperson(s).

ARTICLE IV – DUTIES AND POWERS OF BOARD OF GOVERNORS

1 The Board of Governors

    A. Shall monitor the operation of this Association.
    B. Shall meet when necessary.
    C. Chairperson of Board of Governors shall be chosen by members of Board of Governors.
    D. Shall come to the clubhouse at least one (1) weekend a month.
    E. Shall have rights to check the bar inventory, receipts and other financial status.
    F. Shall have an authority to inspect rooms and properties.
    G. Shall have an authority to report to the members the deficient duties of these Association officers.
    H. Shall be asked to do other duties as needed.

2 The Board of Governors’ Meeting

    A. Chairperson shall run the meetings.
    B. Chairperson shall appoint a recording secretary.
    C. Shall review any concerns, disputes and/or complaints and present possible resolutions.

ARTICLE V – PAID STAFF

1 Clubhouse Manager

    A. Shall manage bar.
    B. Shall work with janitorial and landscaping staff.
    C. Shall be responsible for:
        1. Bar inventory
        2. Bar operations
        3. Kitchen
        4. Safety
        5. Security
        6. Temporary member dues
    D. Shall hold petty cash for the change.
    E. Shall accept membership dues.|
    F. Shall supervise the clubhouse keys and distribute keys to president, secretary, treasurer, social affairs, and a board member.
    G. Shall be bonded.
    H. Shall work with Director of Social Affairs related to the activities of the Association.
    I. Shall coordinate inventory committee.

ARTICLE VI – DISCIPLINARY PROCEDURES

1 Elective Officers and Board of Governors

A. Removal from office for neglect of duties and/or misconducts shall be determined by two-thirds (2/3) vote of the present members by way of secret ballot.

2 Members

A. Shall be suspended for violation(s) of Association’s Constitution, Bylaws and/or standing rules by the determination of two-thirds (2/3) vote by way of secret ballot.

3 All officers, board of governors and members shall have a right to due process.

ARTICLE VII – FINANCIAL ASSESSMENT AND EXPENSES

1 Any budget or request for money over two hundred dollars ($200.00) shall be put into writing and refer to Regular Business Meeting.

2 No officers, chairpersons or members shall take any commission from and/or events and bar earnings.

3 Treasurer shall be the Association’s authorized signer for checking account. Any amount over three thousand dollars ($3,000.00) in checking account shall be transferred to saving account.
A. President shall be the authorized signer in absence of treasurer.

4 The President and Treasurer shall be authorized signers for saving account or any other similar accounts.

5 If any person wrote an insufficient fund check, the Association shall collect the amount of the check plus a fee.
A. Any person not paying the Non-Sufficient Fund (NSF) and fee shall be suspended from the Association until fees are paid for.

6 No one shall sell tickets, boosters or raffles using this Association’s name without members’ approval.

ARTICLE VIII – REGULAR BUSINESS MEETING

1 Regular Business Meeting of this Association shall be held on the second Saturday of every month.

2 Regular Business Meeting may be moved to next available Saturday as necessary.

3 Regular Business Meeting shall not be held during the months of June, July and August.

4 Parliamentarian

    A. Parliamentarian shall be appointed by President with the majority of members’ approval.
    B. The term of the parliamentarian may be monthly or yearly.
    C. Shall advise the presiding officer conducting the regular business meeting in a legal efficient and impartial manner when asked by the presiding officer or at voting member’s request(s) by way of presiding officer.
    D. Shall follow the current version of the Robert's Rules of Order; Robert’s Rules of Order shall be available at every Regular Business Meeting.

5 The Regular Business Meeting shall proceed in the following order:

    1. Call to Order
    2. Pledge of Allegiances
    3. Read the Minutes of the previous Regular Business Meeting, special meeting(s) and Executive Board Meeting in sequence
    4. Officers’ Reports
    5. Standing Committees’ Reports
    6. Temporary Committees' Reports
    7. Unfinished Business (old business)
    8. New Business
    9. Election(s)
    10. Oath for new officers and board members
    11. Announcements
    12. Adjournment

6 Oath for new officers and board members:

“I, (name), do hereby pledge myself to abide by the Constitution and By-Laws of the Austin Association of the Deaf, Inc. and to faithfully perform the duties of my office as (position) to the best of my knowledge and ability.”

ARTICLE IX - QUORUM

1 The presence of 20 members and 4 officers of the total membership shall constitute a quorum for the Regular Business Meeting.

2 If the quorum is not met within 30 minutes, then the meeting is cancelled till next month. The agendas can be forwarded to the executive board meeting to maintain the management of the Association.

ARTICLE X – COMMITTEES

1 The Association may have Standing Committee(s).

2 The Standing Committees shall consist:

    1. Bylaws
    2. Nomination/election
    3. Membership
    4. Archives
    5. Inventory
    6. Security
    7. TINGO
    8. Landscaping

3 The Association may have ad hoc committee(s).

ARTICLE XI - AFFILIATIONS

1 Any organization with own constitution, by-laws, and financial budget may affiliate with the Association with the approval of the officers/board and members with annual building use fee.

2 The requirements of the affiliation with the Association:

    A. Shall abide the Association’s Constitution, Bylaws and standing rules.
    B. Shall have at least one fundraising event or project at the Association.
    C. Shall request for an approval to use the Association’s name as a sponsor.

3 The privileges of the affiliation with the Association:

    A. May use the clubhouse for their meetings with approvals of Clubhouse Manager and Director of Social Affairs.
    B. May have activities at the clubhouse.
    C. May use the Association’s monthly newsletter to make their announcements.

ARTICLE XII – PROPERTY

1 The members of the Association are owners of 8818 Cullen Lane, Austin, Texas 78748.

ARTICLE XIII – AMENDMENTS TO BYLAWS

1 Any proposal for amendment(s) to Bylaws shall go through Vice-President for proper procedure. Vice President shall have no authority to deny member’s privilege to make a proposal.

2 The Bylaws may be amended, altered or revoked by two-thirds (2/3) vote of members present and voting at Regular Business Meeting.

3 The Bylaws may be suspended by two-thirds (2/3) vote of members present and voting at Regular Business Meeting.

4 The Bylaws shall be allowed for modification(s) every 6 months (March and September).