By-Laws for Reading Pride Celebration
Article I - NAME AND LOCATION
The name of this organization is Reading Pride Celebration.
The location of the Reading Pride Celebration festival must be located within the City of Reading.
Article II - MISSION AND PURPOSE
The mission of this organization is to celebrate Gender and Sexual Diversity (GSD) in greater Reading.
The specific charitable and educational purposes of this organization are
To eliminate prejudice and discrimination against the GSD community in Greater Reading;
To celebrate and foster a sense of pride and unity within GSD community of greater Reading;
To advance education in greater Reading, about gender and sexual diversity, the purpose of Reading Pride Celebration, and what it has to offer the community.
Article III - LOGO
No one will use the Logo of this organization without the express consent of the Executive Committee.
Article IV - NATURE OF ORGANIZATION
The organization is a non-political organization operating on a non-profit basis of the Section 501(c)(3) of the Internal Revenue Code.
Article V - MEMBERSHIP
Membership and participation in Reading Pride Celebration shall be free from discrimination on the basis of race, ethnicity, ancestry, national origin, culture, sex, gender identity or expression, sexual orientation, affectional preference, age (except where law requires a minimum age to accept certain responsibilities or engage in certain activities), health status, disability, physical appearance, religious affiliation or creed, military status, marital status, parental status, occupation, socioeconomic status, or political affiliation.
This organization will not discrimination against any person, organization, or business willing to respect Reading Pride Celebration’s mission and purpose; nor will it officially support any people, organizations, business or events that willfully discriminate in any form.
Qualification: Persons who are 18 years or older and reside in the greater Reading.
Types of Membership:
Associate Member – Does not have voting privilege, cannot site on any committee but may participate in discussion at any meeting and may not hold any office in this organization.
Committee Member – Has voting privilege, may sit on any committee and may hold office in this organization.
A candidate for membership shall make application on a form supplied by this organization. The organization's By-laws will be issued to new associate members upon reception of application either via hard copy or e-mail.
After a period of ninety (90) days and attendance at three (3) general monthly meetings, an associate member may make request to the Vice-President to become a committee member.
The proposed committee member will be present for approval by the Vice-President at the beginning the next general meeting after the membership requirements have been met.
Termination and/or Disciplinary Action:
Charges must be presented to the Executive Committee in writing at which time the Executive Committee will research the validity of these charges and determine if disciplinary action or termination is to be recommended to the committee members at a regular meeting. A seventy-five (75) percent affirmative vote of committee members present at a general meeting is required for any disciplinary action or termination for cause, i.e. Cause for reduction from committee member to associate member being (3) unexcused absences from meetings per year, September through August.
Article VI - MEETINGS:
The organization shall have monthly general meetings. A majority of committee members at any meeting can approve the cancellation of a monthly meeting or need for additional meetings. In the event of an unforeseen circumstance, the President shall consult with fellow officers to determine the cancellation of a general meeting.
The Executive Committee shall determine the times and places of the general meetings.
The president shall prepare the agenda for each general meeting.
If a controversy develops from the use of these by-laws, Robert's Rules of Order shall prevail. These Rules of Order shall govern all meetings.
The Executive Committee has the power to make decisions to maintain a properly working function of this organization.
Vote - a simple majority vote of committee members present or by phone during vote is required to pass any vote unless otherwise stated in this document.
Proxy - a proxy for any vote must be signed, dated and specific to a vote.
If a member is unable to attend a meeting they must contact a member of the Executive Committee prior to the meeting, otherwise the absence shall be considered an unexcused absence.
Article VII - FINANCES
The term "income" shall mean all monies collected or received by the organization, including but not limited to voluntary contributions, receipts from fund raising activities, sponsorships, gift in kind, etc.
All funds in possession of the organization shall be placed in a bank depository in the name of the organization. The deposit shall be made by the Treasurer in a timely manner.
Function chairperson or activity chair should not have more than $300, unless otherwise specified, in their possession at any one time. All organization funds shall be turned over to the Treasurer with a financial report.
All expenditures in excess of $100.00 require prior approval by the Executive Committee.
In an emergency situation, the Executive Committee may give approval.
Article VIII - NOMINATION OF CANDIDATES
A candidate for an elected office must be a Committee Member for at least 3 months.
The Elections Committee shall assemble a slate of one or more candidates for each of the elected positions of the organization, i.e. the president and treasurer on even numbered years, vice-president and secretary on odd numbered years and from the floor at the meeting following the Pride Celebration. They shall mail/e-mail such a list to each member with the notice of the August meeting.
Elections will be held at the August meeting. At the Election Day meeting, if a majority of the members present vote to re-open the nominations, additional nominations may be made from the floor.
The Election Committee shall prepare written ballots listing the candidates for each office and assume the responsibility of conducting elections and counting the ballots.
Article IX - ELECTION OF OFFICERS
The Election Committee will be conducted by the Election Committee Chairperson and will be accomplished through secret written ballots for each office.
Upon voting for each office, the nominee may accept or decline nomination.
The officers of the organization shall be elected at the August meeting for a term of two (2) years with the President and Treasurer elected on the even numbered years and the Vice-President and Secretary elected on the odd numbered years.
Article X - OFFICERS AND THEIR DUTIES
President: The President will be the official spokesperson for the Reading Pride Celebration organization. He/she will preside over all regular or special meetings of the organization. He/she will sit on all Committees or he/she can have the Vice-President represent him/her; he/she will hold the tie breaking vote on all matters brought to vote before this organization. He/she will assign all Committees for the year for this organization included but not limited to the Audit Committee and the Election Committee.
Vice-President: The Vice-President will perform the duties of the President in his/her absence. He/she is responsible for maintaining accurate records of membership of this organization and to update the status of all members. He/she is responsible for all property of this organization and carries out any other duty as directed by the President.
Secretary: The Secretary is to record minutes of all regular and special meetings, to report all minutes of the prior meeting and to inform all committee members of any pertinent issues in a meeting that they have missed. He/she is to be the corresponding representative of the organization; he/she will maintain an archive for this organization and carry out any other duty as directed by the President.
Treasurer: The Treasurer is to maintain an accurate record of all monies of this organization. He/she is present a monthly report of all expenses and income of this organization. He/she is to be the primary signer along with the President or Vice-President for the Checking account(s) of this organization. He/she is to prepare and hand over all books for audit to the Audit Committee on a quarterly basis.
Article XI - ELECTION COMMITTEE
The Election Committee shall consist of two or more members who volunteer at the first general meeting of the year (September). The president will identify the Chair of the Election Committee from the volunteers. If there are no volunteers, the President shall appoint a committee.
The President shall fill vacancies on the Election Committee via an appointment, but the nominee cannot be a current officer.
The Election Committee members will also serve as Audit Committee members.
Article XII - AUDIT COMMITTEE
The Audit Committee shall consist of two or more members who volunteer at the first general meeting of the year (September). It shall receive from the Treasurer the organization’s financial books and records on a quarterly basis and shall perform an independent review of such books and records. It shall prepare and present a report of such audit at the first meeting of the new quarter at the first general meeting of the new term officers, the Audit Committee shall turn over the organization’s financial books and records to the Treasurer.
The Audit Committee members will also serve as Election Committee members.
Article XIII - STANDING COMMITTEES
It shall be the responsibility of each committee to meet when called to do so by the chair, organize a plan of action to complete the tasks necessary to successfully complete the event or activity. The committee shall develop recommendations regarding how the task shall be carried out along with a financial plan of expected income (if any) and anticipated expenses. It is the responsibility of the chairperson to establish the pre-financial outlook for income and expenses of a standing committee or activity but the Treasurer shall provide the final report at a general meeting. These recommendations, especially those that require the following shall be brought to a monthly membership meeting for approval before the plan is started:
The expenditure of money.
Determination of an admission price.
Entry into a contract.
Requires raising of funds.
Requires the selection of a service or entertainment provider or the location of the event or activity.
The committee chairperson shall provide recommendations in writing, invite questions, accept suggestions and ask the general committee membership for approval to proceed.
Each chairperson of a standing committee shall accept, on a volunteer basis, committee members. All meeting activities shall be recorded in writing, listing location, attendees, start and end time and discussion issues. The chairperson will present the written report at the general monthly meeting to the secretary. A written wrap-up report, including, but not limited to a financial report, will be presented no later than the second general membership meeting following the event or activity.
Article XIV - AMENDMENTS
Any amendment to this document must be brought before the membership at a regular monthly meeting of this organization and read. It will be discussed and voted upon at the next regular meeting. The Secretary is required to inform all members not present at the general reading of the proposed change, of the content of the proposal, and their requirement to attend the next meeting for the vote. No proxies will be accepted for By-Law Amendments. A seventy-five (75) percent vote of all members present is required for a By-Law Amendment.
Article XV - DISSOLUTION
A ninety (90) percent affirmative vote of all active members is required for disbandment. Upon disbandment, all assets of this organization are to be frozen, after all debts are paid in full, for a period of one-hundred-twenty (120) days, at which time they will be distributed to a 501(c)(3) charity in Berks County that has been agreed upon by its members who have voted on disbandment.
Original Date: December 2006
Revision Date: July 2008
Revision Date: July 2010
Revision Date: January 2016