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COS By-Laws - Last amended in 2003
Moderators: Lucas, dave, Curt R, davie, Taylor
Author Post
dave
Sat Apr 26 2008, 11:24p.m.

Registered Member #6
Joined: Sun Dec 10 2006, 02:16a.m.

Posts: 1102
CIRCLE OF SWORDS GAMING GUILD

BY LAWS

ARTICLE I: Name and Purpose

Section 1. The name of this organization shall be the Circle of Swords Gaming Guild, which may also be referred to as COS or the Guild.

Section 2. The purposes for which the Guild was formed are to:
a. Promote gaming in the Butler County and surrounding areas through club activities and events such as gaming sessions and gaming conventions; thereby allowing gaming enthusiasts an opportunity to game and improve gaming ability with other gamers of similar interests.
b. Foster organized social interaction and co-operation between members through Guild activities and gaming.
c. Provide educational information and advice concerning gaming for the community and interested individuals.

ARTICLE II: Membership

Section 1. Membership is open to anyone who is interested in gaming, the purpose of the Guild and who is over fourteen years of age.

Section 2. Guildmembers shall consist of persons who pay annual dues. Dues shall be $5 per year and will be payable on January 1st of each year. Failure to pay annual dues by January 31st shall result in suspension of membership until dues are paid.

Section 3. Members shall be entitled to receive membership cards, newsletters, participation in member-only events and gaming sessions, the right to serve on COS committees, if appointed, the right to serve as a Officer or Director, if eligible and elected, and the right to vote in the annual election of Directors for the Board.

Section 4. An increase or decrease of dues can only be accomplished by amending said bylaws and can only be amended by a two-thirds majority of all Directors. Those Directors that are unable to vote in person may vote absentee on this issue.

Section 5. A membership may be terminated if the member's activities become contrary to or disruptive to the purpose and goals of the Guild, if the member is disruptive at Guild events, if the member does not follow the rules and guidelines of Guild events, or if the members behavior infringes on the other members of the Guild’s ability to enjoy Guild events. A three-fourths majority of all Board members shall be required for terminating a Guild Membership. The member loses all rights of membership but is entitled to a refund of the balance of any dues that were paid.

Section 6. A members participation in Guild events may be limited by the Board based upon the Board’s decision that the members participation may be harmful or dangerous to themselves or to others.

ARTICLE III: Directors

Section 1. The number of Directors shall be seven and will be elected annually by simple majority ballot of all guildmembers. Directors must be members in good standing with the Guild, have been a member for at least one year at the time of nomination, and be at least eighteen (twenty-one for Officers) years of age at the time of nomination.

Section 2. Directors are elected for to a one year term basis from July 1st through June 30th. The Directors and Officers may succeed themselves if re-elected.

Section 3. Nominations must be made in writing no later than April 30th to the current Guidemaster. The nomination should state the name of the member and the office being sought. Nominees can run for an office and as an at-large member but can serve in only one.

Section 4. A ballot listing all nominations shall be distributed no later than May 15th to all Guildmembers who were in good standing as of March 31st, and shall be due back to the Guild by May 31st. Ballots shall be opened and counted no later than June 30th. In the event of a tie, a coin shall be used to break the deadlock.

Section 5. The Board of Directors shall meet regularly, at least quarterly during the fiscal year. The Directors may fix the time and place to hold such regular meetings. Special meetings may be called by the Guildmaster, upon the request of two or more members, giving five days notice in advance. A simple majority of all Board members must attend to constitute a quorum, but a lesser number may adjourn the meeting to another day. The Board of Directors meetings are open, unless declared otherwise, but only Directors may vote.

Section 6. The Board of Directors may designate committees and decide the performance of such duties as may be assigned to each committee. The acts of the committees shall be subject to approval by the Board of Directors.

Section 7. Absence on the part of any member of the Board from two consecutive regular meetings thereof, without being excused by the Board, and/or the non-payment of dues for a period of three months, shall be deemed a resignation.

Section 8. Members of the Board are subject to removal from office for failure to complete the duties of their office. A total of five Board members votes are necessary for removal from office. The member cannot run for office for a period of two years if removed from office unless a resolution is passed by five members of the Board to reinstate the right to run for the Board.

Section 9. Vacancies which occur on the Board for an unexpired term shall be filled by the Board. At such time, the Board shall nominate and elect a sufficient number of Directors to bring the total of Directors up to seven. A two-thirds majority of all Directors is necessary to elect a nominee to the Board.

Section 10. The Board of Directors shall have general charge, management and control of the affairs, funds and property of the Circle of Swords Gaming Guild; and shall have the power to fix, and from time to time, change the membership fees to be charged for membership into the Guild in accordance with these Bylaws. Also, the Board of Directors, by Resolution adopted, may define the privileges to be extended to the members.

Section 11. In respect to all questions of constructions of these Bylaws, the majority decision of the Board shall control.

Section 12. Any questions concerning parliamentary procedure at meetings of the Guild shall be resolved by reference to "Parliamentary Procedure at a Glance" by 0. Garfield Jones.

ARTICLE IV: Officers

Section 1. The Officers of the Circle of Swords Gaming Guild shall be a Guildmaster, Assistant Guildmaster, Scribe, Treasurer, and At-Large Members.

Section 2. The Guildmaster, and in his/her absence, the Assistant Guildmaster, shall preside at all meetings of the members and club. The Guildmaster shall appoint committees and is responsible for planning and execution of all club activities for his/her term of office (once said activities are approved by the Board). The Guildmaster shall have other such duties as are incident to the office and shall perform such other duties as the Board of Directors may assign to him/her. The Guildmaster can vote only in case of a tie, except in elections.

Section 3. The Assistant Guildmaster plans and presides over all meetings that the Guildmaster is unable to attend, and works closely with the Guildmaster in the planning and execution of all club activities during their term of office. The Assistant Guildmaster shall have such duties as are incident to such office, shall be a member ex-officio of all committees, and shall perform such other duties as the Board of Directors may assign. If the Guildmaster is unable to complete his/her term in office, the Assistant Guildmaster assumes the office and the responsibilities.

Section 4. The Scribe shall keep minutes of each meeting and shall conduct the correspondence of the Guild. The Scribe shall read the minutes of the previous meeting, unless the meeting is declared to be informal, and shall remind the Guild of unfinished business. The Scribe shall maintain current lists of Board members, chairpersons and Guildmembers. The Scribe shall perform such other duties as are incident to the office, and duties which may be assigned to him/her by the Board or Guildmaster.



Section 5. The Treasurer shall collect all membership dues and accounts due the Guild, and shall keep the accounts and make report thereon at all Board meetings, unless the meeting is declared informal. The Treasurer is responsible for all monies collected and all monies paid out. The Treasurer shall perform such other duties as are incident to the office, and duties which may be assigned to him/her by the Board or Guildmaster.

Section 6. The At-Large Members shall help with the running of all club events that they can attend, this includes setting up, tearing down, and helping conduct the events. The At-Large Members shall perform such other duties as are incident to the office, and duties which may be assigned to him/her by the Board or Guildmaster.

Section 7. The Directors, by a two-thirds vote, may for good cause stated therein adopt a resolution designating another person to assume and perform the duties of any such officer for such time and under such conditions as are set out in the resolution so adopted.

ARTICLE V: Amendments

Section 1. Any Director may make a motion for an amendment to these Bylaws.

Section 2. These Bylaws may be amended at any regular or special meeting by a vote of two-thirds of all Directors.

ARTICLE VII: Non-Profit Motive

Section 1. The organization known as the Circle of Swords Gaming Guild is hereby established as a non-profit organization.

Section 2. All monies received by this organization shall go toward the accomplishment of Article I, Section 2 of these Bylaws.

Section 3. A treasury will be maintained in order to meet the operating costs of this organization.

Section 4. The Logo of the organization will be as follows:
See Appendix one.



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