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BY-LAWS of CAROLINA SOUTHERN DIVISION 12
Mid-East Region, National Model Railroaders Association
A. Name:
This organization shall be known as the Carolina Southern Division of the
Mid-Eastern Region, of the National Model Railroad Association, Inc.
B. Purpose
The Purpose of the Carolina Southern Division of the Mid-Eastern Region,
National Model Railroad Association shall be:
- To promote membership in the National Model Railroad Association, Inc.
- To establish a close relationship with the Mid Eastern Region, National
Model Railroad association, Inc.
- To promote model railroading throughout the area bounding the Carolina
Southern Division.
- To sponsor model railroad conventions, meets, clinics, and contests.
- To instruct, aid and assist model railroaders in the fulfillment of their
enjoyment of model railroading as a hobby.
C.- Division Area
The Division shall be composed of the following counties of the state of
North Carolina: Cabarrus, Catawba, Gaston, Iredell, Lincoln, Mecklenburg, Rowan,
Stanly, Union.
D.- Membership
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Each
NMRA member whose principal residence is within the Carolina Southern
Division’s territory, is automatically a member of the division and can
participate in voting and holding a Division office.
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Except for voting and holding a Division office, all NMRA members, regardless
of residence, are entitled to attend or participate in any activity of the
Carolina Southern Division.
-
The
Carolina Southern Division Officers may choose to charge fees for specific
activities and services such as meets, conventions, tours, open houses, and a
mailed copy of a publication. For such activities, the fees will be the same
for all NMRA members, regardless of residence.
-
Guest
attendance privileges may be granted to model railroaders to introduce them to
the Carolina Southern Division, MER, and NMRA activities. However, no one may
consistently attend Division activities without joining the NMRA.
E.- Officials
The officials shall have the following duties:
- The Superintendent shall be in charge of all division
functions. He will preside at all meetings and be an ex-officio member of
all committees except the nominating committee. He will be the only officer
authorized to make commitments or to discuss outside activities for the
Division; however, he may delegate his authority for specific events. He
shall present an annual report at the annual business meeting. He will
perform all other duties as required by the By-Laws of the MER. The
Superintendent shall enroll new members and maintain the master list of
members. All members are entitled to a copy of the roster annually.
- The Assistant Superintendent shall assist the
Superintendent in the performance of his duties and shall preside at all
meetings in the absence of the Superintendent. He shall accede to the office
of Superintendent in the event the Superintendent is unable to serve. He
shall plan and schedule the non-business programs for each meeting.
- The Clerk shall keep attendance records of each meeting
and maintain a roster of active members. He shall record the business of
each meeting. He shall prepare and mail notices of upcoming meetings and
dues expirations, (as part of a newsletter) at least two weeks prior to the
next scheduled meeting date.
- The Paymaster shall deposit and account for any income received from Carolina Southern
Division activities or services or income dispersed from the MER for NMRA
members in the Carolina Southern Division territory. He shall be responsible for all disbursements. He shall receive all
bills and receipts for all expenditures and make payment or reimbursement of
such expenditures only if approved by the Superintendent or if incurred with
a committee or officer's budget. He shall report the overall financial
status and each committee and officer's budget status to the officers at
least quarterly. He shall present an overall financial report at each
business meeting and an annual financial report at the annual business
meeting. He shall submit the books and financial records for audit following
the annual business meeting. The Division’s financial records shall be
maintained on a calendar year basis.
- The Board of Directors shall be composed of three
directors. The Directors shall review the activities of the officers and
provide a summary on such activities at the annual business meeting. They
shall conduct the audit required by the By-Laws of this Division. They shall
provide a slate of nominees for officers and directors in the notice of the
annual business meeting.
Election of Officers:
- Officers shall be elected for two-year terms during the the annual
business meeting of each even year. A slate of nominees shall be proposed by
the Board of Directors and printed in the notice of the annual meeting.
Nominees may also be accepted from the floor at the annual business meeting.
A majority vote of the members in attendance is required for election.
Voting shall be by a show of hands or paper ballot. The officers shall take
office at the end of the annual business meeting.
- In the event that an officer other than the Superintendent is unable to
serve, the Superintendent shall make an interim appointment of a replacement
officer, who shall serve until the next business regular meeting. At the
next business regular meeting, an election shall be held to select a member
to serve as that officer for the unexpired portion of the term. The members
shall be notified two weeks in advance of the next regular meeting.
- The Directors shall be elected for three-year terms, with terms
staggered so that only one director is regularly scheduled to be elected in
a particular year. Otherwise, the selection process for Directors shall be
the same as for officers.
- Restrictions on Eligibility - All candidates must be members in good
standing of both the MER and the NMRA. No member may hold more than one
office concurrently, except the office of Clerk and Paymaster may be held by
the same member.
F.- Meetings
- Quorum - A quorum shall be constituted by twelve (12) members for transacting Divisional business
and for the election of officers, or the adoption of
by-laws.
- Notice of Meetings - The notice of meetings shall be mailed at least two
weeks prior (and not more than sixty days prior) to each meeting and shall
contain a listing of all major items to be discussed at the business portion of
the meeting. Other business not listed in the notice may be brought from the
floor.
- Alternate Notice – Any notice described herein may be fulfilled by the
sending of email, provided that a return receipt is asked for, AND is received.
If a notice so sent is not acknowledged, regular mail shall be used.
- Meeting Dates - At least two meetings per year, no more than six months
apart must be held. Exact date and time of meetings shall be determined by the
Superintendent. The annual business meeting shall be held on a Saturday in
January.
- Business Items for Consideration - Members wishing to bring matters
before the meeting should advise the Superintendent to ensure that time is
appropriately allocated to all business matters.
- Rules - The rules contained in Robert's Rules of Order Revised shall
govern the meetings in all cases to which they are applicable, and in which they
are not inconsistent with the Bylaws of this Division.
G.- Committees
- All Committee appointments, together with the creation and dissolution of
committees, shall be made by the Superintendent.
- Committees shall submit a report of their activities at each the annual
business regular meeting, and a written report at the annual business meeting.
H.- By-Laws
- These By-Laws will take effect when ratified by a majority of the entire
membership at a membership regular meeting.
- Proposed Revisions - In the event that the By-Laws Review Committee or
an individual member wishes to propose an amendment to the By-Laws of this
Division, the proponent must supply to the Clerk the proposed amendment in
writing at least two six weeks prior to the regular meeting. The Clerk shall
include in the notice of the regular meeting the proposed By-Laws amendment,
verbatim. By-Laws must be approved by a majority vote of the entire
membership. Amendments to the
By- Laws may be voted on only at the Annual Business meeting subject to the
quorum rules in Section F above.
- Copies of By-Laws - An updated copy of the By-Laws shall be provided to
each new member at the time that he becomes a member of this Division.
I.- Dissolution
Dissolution of this Division shall occur whenever one of the following events
occur:
- A motion for dissolution is adopted in the same manner as is provided for
the adoption of By-Laws; or
- Whenever a twelve month period has expired and no meetings of this
Division has been held or scheduled; or
- The charter of this Division is revoked by the MER through its officers
and directors.
Upon Dissolution of this Division, the last elected officers and Directors
shall conclude the affairs of this Division within one month of the dissolution
of this Division and shall promptly forward all assets and records to the office
manager of the MER; should the MER not be a qualified organization under Section
501 (C)(3) of the Internal Revenue Code of 1954, the office manager shall
forward the same to a similar, qualified organization as directed by the last
elected officers and directors, such that no member of the Division shall
receive any of the assets.
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