Phoenix boys of Leather bylaws

Preamble

The bylaws of the Phoenix boys of Leather have been voted to be GUIDELINES with the intent of ensuring that we are both meeting the needs of the group and working with the community. Though not requirements, the spirit of the bylaws will be maintained.

Article I - Name and Seal

Section 1. The Name

The organization shall be known as the “Phoenix boys of Leather.”

Section 2. The Colors

The Colors of the Phoenix boys of Leather be of the following design:

In the shape of the state of Arizona with the lower half of the state a black field and the upper half divided into nine equal segments or rays which shall start at the center on the lower line and continue to the edges of the colors, colored alternately black and hunter green, with the center ray colored white, consisting of four hunter green, four black rays and one white ray. In the center of the flag, superimposed, there shall be a red-colored heart.

Section 3. The Copyright

The copyright, trademark, and ownership of the name “Phoenix boys of Leather,” and of the Colors of the Phoenix boys of Leather is the sole property of the Phoenix boys of Leather.

Article II - Mission Statement

Section 1. Mission Statement

In celebration of the essential “boy” spirit, the Phoenix Boys of Leather exists to serve, support, and enrich the Leather community. We gather in boyhood and brotherhood to support our members and to serve our community with respect and integrity, without regard to gender, orientation, or appearance.

Article III - Membership

Section 1. Age

Members must be at least eighteen (18) years of age.

Section 2. Membership Classes

A. Full Active Members

A full active member is any individual who subscribes to the aims and purposes of the club, who has successfully completed the application process and been voted in as a full active member. “Active” is defined as attending one event or meeting a quarter and/or maintaining close contact with the group. All active members are encouraged to wear the  Colors of the Phoenix boys of Leather prominently displayed on an outer garment at all club activities and/or when representing the club elsewhere. Active members are permitted to wear the colors of another club.

i. Application

Any individual who self-identifies as a leatherboy may apply for membership by being sponsored and/or mentored by a current full member and by completing a membership application. Candidates for membership must attend a minimum of five (5) meetings and/or events to be eligible for a vote. Each candidate’s application will be presented by a member to the floor during a closed session for a vote. Voting choices will be “yes,” “no,” or “not at this time.” Applicants must receive a simple majority or higher approval by all eligible voters present at the said meeting to be accepted.

ii. Privileges

Each full active member shall enjoy all privileges, including participating in closed discussions and closed sessions, the right to vote, wear the Colors, and hold office.

B. Kinsmen of the Phoenix boys of Leather

A Kinsman is an individual who feels at home with the Phoenix boys of Leather and who shows their support of the purpose and aims of the Phoenix boys of Leather by being an active participant of the club, but who are otherwise not eligible for full membership. This class is a recognition by the membership of the individual’s dedication to the club’s mission and how the club values their inclusion.

i. Application

A Kinsman must first be a current Friend of the Phoenix boys of Leather, and must be presented to the group by a full member and receive a simple majority vote.

ii. Privileges

A Kinsmen will be listed on the official roster as Kinsmen, and receive membership rates at club organized events. They are permitted and encouraged to wear a modified version of the Colors and participate in all closed discussions and closed sessions. Kinsmen are not eligible to hold office or vote.

C. Friends of the Phoenix boys of Leather

Friends are individuals who show their support of the purpose and aims of the Phoenix boys of Leather by being associated with the club.

i. Application

To become a Friend, a person must be presented to the group by a full member and receive a simple majority vote.

ii. Privileges

Friends will be presented with a friendship pin, be listed on the official roster as a Friend, and receive membership rates at club organized events, but will not be eligible to wear the Colors, hold office, participate in closed discussions or closed sessions, or vote.

Section 3. Removal

Any member of a class of the club may be removed from the club by a 75% or higher approval vote of all eligible voters present during a closed session at any duly called meeting. Removal may be appropriate when said member is non-cooperative with the aims and purposes of the club and/or is engaging in any other cause or activity that may bring the organization, its officers, or members into public disrepute or disgrace.

A member may request consideration to be removed from the club through the process outlined above.

Section 4. Club Color Ownership

Each member and Kinsman will be responsible for purchasing their own colors, but the club is the sole owner of the colors. Upon resignation from the group the leaving member may keep the colors as part of their personal leather history. The club reserves the rights to recall the colors of a past member if the club determines that the colors are being misused or used inappropriately.

Article IV: Meetings

Section 1. Annual Meeting

A duly called annual meeting shall be held in January of each year for the elections and installation of officers of the executive board of directors as well as any further business directed by the President.

Section 2. Business Meetings

Full active members of the Club shall meet for business each and every month as called by the President with a minimum notice to members of 30 days. All official club business will take place during duly called meetings. The President reserves the right to call for an emergency or special meeting or vote of the executive board of directors or the full active membership at any time seen fit in extraordinary circumstances.

Section 3. Closed Sessions and Closed Discussions

Closed Sessions - Any duly called, in person meeting that is closed to the general public to discuss any appropriate club activities.

Closed Discussions - Any online communication that is closed to the general public to discuss any appropriate club activities.

Section 4. Quorum

At any regular, special, or emergency meeting a quorum of the full active voting membership is required to hold a vote. A Quorum is defined as more than 50% of the number of the voting members in attendance at the previous annual business meeting.

At least 50% of the duly elected officers of the executive board of directors must be present at any duly called regular, special, or emergency meeting.

Section 5. In General

A meeting of the organization shall be conducted on an informal and relaxed basis. Common sense rules of good sportsmanship and good fellowship shall prevail. Robert’s Rules of Order, Revised Edition, shall govern in every controversial case.

Section 6. Notice of Meetings

All members shall be informed of all duly called meetings and will be informed of the date, time, and location not later than 30 days prior by the executive board of directors. In the event of an emergency or special meeting as much notice as is feasibly possible shall be given to every full active member.

Official notices must be posted through the club’s website and by email.

Section 7. Voting

At all business, special and emergency meetings of the club, each full active voting member shall be given one vote. The act of a majority of the active membership at a duly said meeting at which a quorum is present shall be the act of the general membership. Robert’s Rules of Order, Revised Edition will resolve tie votes (i.e., the presiding member of such meeting may cast the tie vote, as he or she does not vote on regular issues). The presiding member of any duly said business meeting shall not make a motion, nor second a motion at any time. The presiding member will be afforded the right to cast a vote on all membership votes. In the event of a tie vote on membership with the presiding member voting, the vote shall be recast until a decision has been determined by the rules of these bylaws.

Article V - Officers, Elections, and Duties

Section 1. Officers

The executive board of directors shall consist of the President, Vice President,  Secretary, and Treasurer. No officer may hold more than one elected office concurrently. The officers shall have control and general management of the affairs and business of the club. Such officers shall in all cases act as a board, regularly convened, by a majority and they may adopt such rules and regulations for the conduct of their meetings and the management of the club as they deem proper, not inconsistent with these bylaws and the laws of the State of Arizona.

The duties and powers of the officers of the club shall be as follows:

A. President

The President or the President’s proxy shall preside at all meetings of the executive board of directors and membership meetings. The President shall present at each annual meeting of the members a report of the condition of the club’s activities and status of the club. The President shall cause to be called regular and special meetings of the members and officers of the board of directors in accordance with these bylaws. The President shall make all contracts and agreements in the name of the organization. The President shall see that the books, reports, and statements required by statute are properly kept, made, and filed according to law. The President shall enforce these bylaws and perform all the duties incident to the position and office as well as those which are required by law. The President shall have the discretion of spending the club funds for special or emergency situations, of no more than 20% of available, unencumbered treasury funds. The expense must be for the common good of the club, and may be done without a vote. The President is required to inform the club of this purchase within 48 hours.

B. Vice President

During the absence or inability of the President to render and perform his duties or exercise his powers as set forth in these bylaws or in the acts under which this club is organized, the same shall be performed and exercised by the Vice President. When so acting, the Vice President shall have all the powers and be subject to all the responsibilities hereby given to or imposed upon the President. The Vice President shall maintain law and order in all meetings. The Vice President will be responsible for maintaining the membership rosters and handle new member procedures.

C. Secretary

The Secretary shall keep minutes and records of the meetings of the executive board of directors and all duly called business meetings in the appropriate books, and shall be the custodian of the records and correct them when required, and shall keep the books in the manner required by law so as to show the names and contact information of the members, the time at which each person became a member, and any other records of assets of the club which may be hereinafter acquired. The Secretary shall also receive and send all correspondence (US Postal, electronic, etc.) of the business of the club as determined by the executive board of directors. The Secretary shall be delegated the authority to call a special meeting for the consideration of the removal of the President upon two (2) requests by full active members, other than the Secretary. The Secretary shall preside at such meetings.

D. Treasurer

The treasurer shall hold the funds and all purchased property of the Club and disburse them upon authorization by the President. The treasurer shall keep accurate accounts of receipts and disbursements of club’s funds and property. The treasurer shall report on the total funds available at any duly called meeting and shall prepare an annual financial statement for publication to members. The treasurer shall keep the president and members informed of the financial conditions of the club as required by law.

Section 2. Eligibility

Only full active members are eligible for nomination and election to the executive board.

Section 3. Nominations

All officers of the club shall be nominated from the floor at the duly called business meeting prior to each annual meeting. Any member may be nominated for multiple offices. Members can nominate themselves. Nominations must be accepted by the nominee prior to January 1st.

Section 4. Elections

All officers of the organization shall be elected annually by the members at the duly called annual business meeting in January of each year. Each nominee receiving a simple majority of all eligible voting members present, including proxy votes, shall be the duly elected officer for that office. The four candidates elected to these offices shall constitute the executive board for the ensuing year, beginning with new business of that annual meeting.

Section 5. Vacancies

If a vacancy in the board occurs between annual meetings , the President shall have the authority to appoint, as needed, any eligible member to the vacant office. An election to fill the vacant position will be held within the next two (2) duly called business meetings.

Section 6. Term of Office

The term of office of each officer of the executive board shall be one year. No member may be elected to the same office more than three times in a row.

Section 7. Removal of Officers

Any of the officers of the executive board of the club may be removed with cause, at any time, by a vote of at least three-fourths majority of the eligible voting members present at a special meeting duly called for the purpose by a written notice of 30 days to each eligible voting member. In the case of removal of the President, the Secretary has the authority to call such special meeting.

Section 8. Executive Board of Directors Meetings

Regular meetings of the officers of the executive board of directors shall be held at such other times as the President determines necessary. Special meetings of the executive board of directors may be called by the President and may be open to all members.

Article VI - Amendments

Section 1. Proposing Amendments

Any full active member may propose these bylaws be amended. A committee may be formed for such purpose. Amendments shall first be submitted to the eligible voting members in writing 30 days prior to the annual meeting or any duly called business meeting at which a vote on the amendment shall be taken.

Section 2. Ratifying Amendments

A 75% or higher vote of all eligible full active members, including proxy votes, are required to ratify the proposed amendments. Ratification must occur at an annual meeting or any duly called business meeting, provided a quorum of the members and officers of the executive board of directors as provided by law, are present at such meeting.

Article VII - General Provisions

Section 1. Fiscal Year

The Fiscal Year shall begin the first day of January each year and end the last day of December each year.

Section 2. Not for Profit

The organization shall be without capital stock and will not operate for profit.