Charlotte Harbor Parrot Head Club Bylaws Page

Club Bylaws

The CHPHC Board of Directors adopted the club's bylaws on April 28, 2008. They are posted below so all our members get an idea of how the club operates. If you have any suggestions to amend the bylaws, you can address the Board with your concerns or suggestions at a Board meeting or you can submit a suggestion, in writing, to a Board member, normally one of the Members-At-Large. If you wish to address the Board yourself, simply submit an agenda item (state the subject, your name, and the amount of time you think you'll need for your presentation) to the Club's Secretary at least 48 hours prior to the Board's next meeting. Board meetings are normally held on the fourth Tuesday of the month. You may present your suggestion to the Board and answer any questions the Board may have at that meeting.

Charlotte Harbor Parrot Head Club Bylaws

Article I - Organization

Name: The organization shall be called The Charlotte Harbor Parrot Head Club, Inc. (CHPHC or the Club).
Purpose: The Charlotte Harbor Parrot Head Club, Inc. is a not-for-profit social organization whose purpose is to assist in community and environmental concerns and provide a variety of social activities for people who are interested in the music and writings of Jimmy Buffett and other TropRock musicians and the tropical lifestyle they personify in their music.
Affiliation: The Club has been created and chartered under the auspices of the Parrot Heads In Paradise (PHIP) Inc., the nationally sanctioned Parrot Head Club. CHPHC and PHIP maintain no other legal affiliation. PHIP and/or its Board members will not be held liable or accountable for the actions or behavior of CHPHC or any of its members. In case of a conflict between bylaws, the bylaws of PHIP shall take precedence.
Dissolution: In the event of dissolution, the Executive Board (comprised of the President, Vice President, Secretary, Treasurer, Membership Director, Social Director and three Members-At-Large) shall donate all assets remaining after the payment of all legal expenses and other financial obligations to a charity or environmental cause previously supported by the Club and designated by the Board of Directors.
Miscellaneous: Should a situation arise that is not covered by these bylaws, the Board of Directors will address and discuss the situation, vote on a solution and suggest amendments to the bylaws as necessary.

Article II - Membership and Dues

Membership: Membership in The Charlotte Harbor Parrot Head Club, Inc., shall be open to anyone who wants to follow the tropical lifestyle portrayed in Jimmy Buffett's music and give something back to the community.
Member-in-good-standing: A member will be considered "in good standing" as long as dues are current, demonstrates participation consistent with the Club's purpose and goals and has not violated any club bylaws.
Dues: The amount of members' dues will be set by the Board of Directors annually. There will be five types of memberships:

Single — A single membership gives the member the right to one (1) vote in club elections and other benefits of membership. (See Article II, Para F.)
Couple — A couple's membership gives the members the right one (1) vote each (up to a total of two votes) in club elections and other benefits of membership. (See Article II, Para F.)
'Keets (children under 21) — A 'keets membership offers no voting privileges, but the members may attend meetings and participate in club activities.
Honorary (Order of the Sleepless Knights) — awarded by majority Board vote to an individual who has helped the Club, such as a business owner who has supported club functions. Honorary lifetime members do not have voting privileges.
Complimentary (Gypsy in the Palace) — the Club will pay or suspend the dues for one year for an individual who has provided outstanding service to the Club. Complimentary membership will be awarded by majority Board vote and will have the same voting privileges as any other member in good standing.

Tax deductions: Dues (also know as registration fees) are not tax-deductible as a charitable contribution for Federal Income Tax purposes. A statement to this effect will be placed on all membership registration forms.
Renewal: Members must renew their membership on the anniversary of the date they joined. Members will be notified of the renewal period by e-mail or letter/postcard, as appropriate. If a member renews his/her membership by the end of the month following the anniversary date of the renewal period, there will be no gap in membership. If the member has not renewed their membership within the grace period, they will be considered delinquent and removed from the rolls at that time. If a member has registered for Meeting of the Minds, an e-mail will be sent to the Director of Conventions notifying the Director that the individual(s) is (are) no longer eligible to attend the convention and should be removed from the roles of member(s) in good standing.
Membership Entitlements: Payment of dues or a complimentary membership entitles each member to a copy of the Club's emails and newsletter, membership identifications, the right to vote, the right to participate in all club activities and business, and the privilege of registering for the Parrot Head convention, Meeting of the Minds (MOTM).
Member Misbehavior and Penalties: In a case where a written complaint about a member's misbehavior that harms the Club's reputation is sent to the Board of Directors, the Board will immediately investigate the incident. The complainant need not be a member of the Club, but the incident in question must be related to a club activity. Once the complaint has been received by the Board, a letter outlining the complaint will be sent to the member against whom the complaint has been filed. The letter should contain the specifics of the complaint, the Club's bylaws regarding processing the complaint, and notice that the member has the right to respond within 30 days. At the end of the 30-day period, the Executive Board will decide if the complaint was justified and recommend actions as necessary, up to and including terminating membership.
Ticket Coordinator: At the insistence of PHIP, only the Club's designated Ticket Coordinator may contact anyone outside the Club regarding Jimmy Buffett concert tickets reserved for Club use. If any other member contacts anyone outside the Club regarding Club tickets, it shall be grounds for immediate dismissal from the Club and/or from PHIP.

Article III - Meetings and Social Events

Activities: The Charlotte Harbor Parrot Head Club, Inc. and its Board of Directors are committed to providing an activity schedule that will appeal to the membership of the Club. Because of the diverse nature and backgrounds of our members, not all events will appeal to all members. The Board of Directors will strive to present a diverse schedule of activities and events to appeal to all members. Members are encouraged to present ideas for club activities to the Board of Directors.
Participation: Because of the numerous opportunities to participate in community service and social events that Club members will be offered, there will be occasions when the Club will not be able to commit its official participation. The Club may promote participation and attendance for such events and any member that participates may have their voluntary participation noted in the Club's bi-annual report to PHiP. The Board of Directors will make the final decision as to whether an event will be classified as official activity of the Club.
Social Meetings: The Club will have at least one social event a month. This may include, but will not be limited to, a monthly phlocking at a date and time to be determined and announced by the Board of Directors.
Business Meetings: The Club will hold at least one annual general business meeting at a place and time designated by the Board of Directors. The Board of Directors may schedule other general business meetings at their discretion. The President will conduct all meetings, or in his/her absence, the Vice President. All members in good standing will be encouraged to attend the general business meetings. Members will conduct themselves in an appropriate manner or they will be asked to leave the meeting. The Secretary will ensure that minutes are taken at all business meetings, displayed on the Club's web site and read at the following business meeting. Prospective members may attend meetings.
Board of Directors Meetings: The Board of Directors will meet at least once each quarter (three months). The Board may schedule additional meetings at their discretion. In the event an issue arises for which a decision needs to be made before the next scheduled Board meeting, the Board will discuss the issue, and will then vote on a solution. The Board may use email to conduct these discussions and votes. The Secretary will ensure that minutes are taken at all Board meetings and reported at the next Board meeting. In order for a Board of Directors meeting to be official, a quorum must be present. A quorum is defined as 50 percent of the Executive Board of Directors members plus one. If a member wishes to address the Board, s/he must present an agenda item to the Secretary at least 48 hours prior to the scheduled Board meeting. The member will then be given the opportunity to address the Board and discuss the issue to the extent the Board may make a decision.

Article IV - Board of Directors and Officers

Board of Directors: The Board of Directors (Board) shall be composed of:

The Founder (as an advisory member)
The Elected Officers (AKA: The Executive Board)
The Committee Chairs
The Event Coordinators
The Immediate Past President (as an advisory member; may act as a tiebreaker)

Founder: The Club's Founder is Tracy Lehn. As such, her and her family are permanent complimentary lifetime members of the CHPHC and a member of the Board of Directors. Her permanent status on the Board of Directors is as an advisory member as long as she chooses to remain a member in good standing of the Club.
Executive Board: Members of the Club will elect the officers that will guide and oversee the running of the Club. These positions are the voting positions on the Board, and may commonly be called the Executive Board. Elected officers will normally serve a two-year term of office. The offices of President, Secretary, Membership Director and one Member-At-Large position shall be elected in one voting cycle, while the Vice President, Treasurer, Social Director and other two Member-At-Large positions shall be elected the following year. No elected officer shall serve continuously in the same elected position for more than two terms unless no other candidate applies for the office or the incumbent is approved by the Executive Board to run for an additional term. Members will elect officers to the Board for the following offices:

President
Vice President
Secretary
Treasurer
Membership Director
Social Director
Member-At-Large (New members)
Member-At-Large (Entertainment/Sponsorship)
Member-At-Large (Raffles/Auctions)

Immediate Past President: The Immediate Past President (IPP) shall serve on the Board of Directors for the length of current President's term of office. Further, the IPP must attend at least three quarters of the Board of Director meetings in order to maintain his/her status on the Board. The IPP shall serve in a mainly advisory role, but may act as the tie-breaker if the Executive Board cannot reach a consensus. The IPP must remain a member in good standing of the Club.
Committee Chairs: Committee Chairs are appointed members of the Board. The Chairperson serves at the pleasure of the Board. Their status will be confirmed each year by vote of the Board. In the event a Chair is open, a member of the Board may nominate a member of the Club for the position. The Board will vote to approve the nomination, or, if there is more than one nominee, choose the Chairperson by a majority vote.
Event Coordinators: Each year the Board of Directors will establish several activities of community service, environmental activities and charitable activities. The Board shall accept volunteers for an Event Coordinator for each of the separate activities. If more than one member volunteers, the Board will select the candidate by majority vote. The coordinator will plan an event, accept volunteers, publicize the event and attend any outside meetings necessary to complete the activity. The Coordinators will make regular and timely reports to the Board.
Functions: The President, Vice President (VP), Secretary, Treasurer, Membership Director, Social Director, and the three Members-At-Large shall have voting privileges. The Immediate Past President (IPP) may vote on an issue only when the Board cannot reach a consensus. Committee chairs and Event Coordinators shall serve as oversee their committees and act as advisors to the Board.
Eligibility: In order to be eligible to run for and hold an office in The Charlotte Harbor Parrot Head Club, Inc. a candidate must be a member in good standing and be verified by the Election Officer. (See Article V, Para A (5) for minimum qualifications.)
Board of Directors Operations: The Board of Directors is tasked with providing oversight and guidance to the Club, ensuring that the Club continues to conform to its stated purpose and approving, by simple majority, all candidates for appointed office and individuals nominated by the President to assume a vacated elected office. Members of the Board will also be the Club's sole contacts with our national organization, PHIP, in matters that affect the Club. Committee Chairs and Event Coordinators will nominally run the everyday business of the Club with the approval of the Board.
Personal Gain: No officer of the Club shall use his/her position within the Club for financial gain. No officer shall neglect the duties of his/her office.
Board of Directors responsibilities:

Plan, effect and recommend to the membership a yearly schedule of social and community service and environmental activities consistent with the mission statement of the Club and PHIP
Announce and publicize meeting times and locations
Communicate all pertinent information to the membership
Oversee the progress of Committee Chairs and Event Coordinators toward accomplishing their goals and charges
Keep historical and current records of the Club
Review the allocation and distribution of participation points (also known as the Parrot Point system) (as presented in separate documentation) and make modifications as needed.
Ensure that all club activities are conducted in accordance with the guidelines and bylaws of the Parrot Heads in Paradise, Inc. and the Charlotte Harbor Parrot Head Club, Inc.
Make decisions between business meetings when the decision cannot wait until the next business meeting. All decisions will be by majority consensus of members in attendance with each Board member having one vote. The Immediate Past President may serve as a tiebreaker if a consensus cannot be reached. The Secretary will report any Board decisions to the general membership at the next business meeting. A quorum of the Board members must be present to vote on issues. The discussion of the issue and voting may be accomplished using email.
Consider recommendations from the general membership and forward items to the general membership meetings for approval and enactment.
Review the annual budget and financial statements and recommend any changes in membership dues to the membership prior to the beginning of each calendar year.

Responsibilities of elected officers:

President

Serves as the official Club representative at meetings, events and community activities
Oversees all offices and activities within the Club
Approves and ensures that required reports are filed in a timely manner to assure that the Club remains in compliance with the requirements of PHIP
Releases, or approves the release of, official communications to the Club and to outside organizations
Call and schedule meetings. The President shall call at least one general membership meeting per annum in the fourth quarter of the year and at least one Board of Directors meeting per quarter. Requests for meetings, either from a member of the Board of Directors or from general membership, should be relayed by the President to the other members of the Board and a meeting called within 60 days of the request.
Nominates or notifies the other members of the Board of those members who volunteer to act as an Activity Coordinator.
Acts as the primary Club contact with PHiP
Coordinates with members of the Board to work together in achieving common goals
Promotes the Club's "Statement of Purpose" through affiliations to ensure the Club becomes involved within our community and elsewhere in the area
Nominates replacements for any vacancies on the Board within 30 days of the office being vacated. If any member volunteers for the position, the President must relay to the Board the name of that member for approval. If more than one person volunteers for, or is nominated to, the position, the Board will vote to choose which candidate to accept.
Appoint a member or members of the Executive Board to conduct an annual audit of the Club's finances. (An audit should be conducted by members of the Executive Board other than the treasurer who are appointed by the President. The audit should be conducted as soon as possible after the close of the Club's fiscal year, and reported to the President not later than 60 days from the end of the fiscal year.)
Perform other duties as necessary.

Vice President:

Fulfill any or all duties of the President if/when he/she is unable or incapable of doing so
Ascend to the office of President in the event that the President resigns or is removed from office
Advise and assist the President as necessary
Evaluate and develop community service opportunities consistent with the objectives of the Club and PHIP
Call special meetings of the Board if it is necessary to consider replacement of the President
Act as the secondary contact with PHiP
Act as the primary contact with PHIP and within the Club for the distribution of any concert tickets the Club may receive from PHiP.
Act as the Club's Birthday Party Chair
Perform any other duties assigned by the President

Secretary

Record minutes of all general membership business meetings
Record the minutes of all Board of Directors meetings
Prepare all required reports for PHIP and other entities as needed
Distribute copies of minutes and reports to members and the Board upon request and approval of the Board
Designate a member to take minutes at any meeting at which the Secretary will be unable to attend
Collect and tabulate the votes on all issues other than officer elections
Provide oversight for the Club's web page and newsletter
Maintain a current "Parrot Points" database
Perform any other duties assigned by the President

Treasurer

Serve as the fiscal officer of the Club
Serve as the fiscal officer of the Corporation
Open and/or maintain all checking and banking accounts in the name of the Club. Annually, after elections, review bank signatories and submit appropriate documentation to the bank for changes to signatories to be effective with term of office
Record receipt of membership dues, sales from the Club store, raffle proceeds, donations, etc. and deposit all cash and checks in a timely manner
Review invoices, bills and other Club obligations for appropriateness, check for approval and authorizations, and remit payment in a timely manner. Blank checks or checks without proper support will not be signed or issued
Maintain accurate income and expense records for the Club in a medium acceptable to the Executive Board of Directors
Furnish records and prepare periodic reports for business meetings or when requested by the Executive Board of Directors
Develop a budget for the Club's annual operations and for special projects when requested by the Executive Board of Directors
File federal and state tax returns as necessary
File annual incorporation reports to the State Corporation Commission as necessary
Perform any other duties assigned by the President
Attend PHIP treasurer breakout sessions/meetings at MOTM, if available, and if not, solicit other Board members to attend
Ensure the annual fee to renew the Club's charter is paid in full prior to the due date
Perform any other duties assigned by the President

Membership Director

Maintain a current member database that contains at least the following information: name, mailing address, phone number and e-mail address
Ensure that membership applications and renewal forms are provided at each official Club function
Ensure any member due for renewal is notified about 30 days prior to his/her anniversary date and follow up with a post card if the member has not renewed by the end of the month following the anniversary date
Ensure a "Welcome Letter" is sent to new members describing the Club's purpose and coming events
Ensure each member has the opportunity to make a Club badge, and maintain an adequate supply of badges and laminating pouches
Operate a system to contact members on a routine basis to encourage membership renewal
Perform other duties assigned by the President

Social Director

Oversee all Club social events
Plan, execute and recommend to the membership a schedule of activities consistent with the mission statement of the Club and PHIP
Announce and publicize the times and locations of all Club social events
Plan entertaining social events for members and their guests.
Prepare the meeting site and oversee all operations during the meeting.
Decorate for social events as appropriate
Ensure that members are provided with the opportunity to sign up for Club activities at each official Club function
Ensure photographs are taken at each Club function in order to be included on the Club's web site
Represent the Club as the contact person for all outside social activities or designate someone to act in his/her stead (Event Coordinator)
Work with other committees to plan and coordinate major Club functions and fund raisers
Act as Chairperson for the Club's Christmas Party
Oversee and coordinate the Club's monthly Sunset Celebration
Perform any other duties assigned by the President

Member-At-Large (New Member Relations)

Maintain an open interface with members of the Club
Act as the members' advocate at Board meetings
Act as the Club's ambassador to new members at social events
Form and chair a "Welcome Committee" to ensure new members are assimilated into club activities
Perform any other duties assigned by the President

Member at Large (Entertainment/Sponsorship)

Maintain an open interface with members of the Club
Act as the members' advocate at Board meetings
Assure entertainment is provided for each monthly social
Acquire and manage sponsorships for Club functions to help defray Club costs
Perform any other duties assigned by the President

Member at Large (Raffles/Auctions)

Maintain an open interface with members of the Club
Act as a members' advocate at Board meetings
Plan and/or coordinate raffles and/or auctions where they are used at club functions such as Birthday party, Christmas party, social meetings and other fundraising events
Encourage and recruit members to donate raffle items
Serve as Club liaison to charities committee
Perform any other duties assigned by the President

Responsibilities of appointed Committee Chairperson

Communications Committee Chairperson

Publicize all Club events to the membership
Ensure the Club's email list has timely and pertinent information
Work with the Membership Director to create and maintain a method to contact members of the Club who do not have email as necessary
Perform any other duties assigned by the President

Public Relations Chairperson

Disseminate information to local media about club events
Coordinate photo coverage of Club events
Coordinate with local radio stations to provide information about Club events
Coordinate with community leaders and local media to publicize Club events and participation in local events
Perform any other duties assigned by the President

Environmental Committee Chairperson

Gather and disseminate information regarding environmental projects
Annually recommend a list of environmental projects that the Club can support to the membership at the annual business meeting
Oversee all Club environmental projects, such as road and beach clean ups
Perform any other duties assigned by the President

Charities Committee Chairperson

Act as the Club's primary liaison with charitable groups the Club members elect to support
Liaise with any social function coordinator that raises funds for a charitable organization the Club supports
Perform any other duties assigned by the President

Community Service Chairperson

Act as the Club's primary liaison with local community leaders to plan and coordinate public service projects
Coordinate with community leaders to get the Club involved in local events, such as parades, block parties, etc.
Coordinate with other Club committees when planning events that call for Club involvement in local communities.
Plan Club events that impact on local communities

Mini-Mart Storekeeper

Run & operate the Club's mini-mart at all Club events and outside events.
Order items out of stock
Provide means for an inventory of items in the mini-mart.
Suggest new items to the Executive Board for consideration
Perform any other duties assigned by the President

Parrot Head Navy Commodore

Plan and coordinate all Club events in which boats are the main focus, such as raft-ups, etc.
Liaise with other committees if an event coincides with a PHN event, i.e. beach clean-up and dive team underwater clean-up in the same area.
Ensure club members are informed of these events
Perform any other duties assigned by the President

Parrot Head Dive Team Leader

Plan and coordinate all Club events in which scuba diving or snorkeling is the main event of the day, i.e. planned diving events
Liaise with other committees if an event coincides with a PHN event, i.e. beach clean-up that requires boat transport to the area to be cleaned
Ensure club members are informed of these events
Perform any other duties assigned by the President

Welcome Committee Chairperson

Ensure all new members are identified at the monthly social meeting (wear yellow leis)
Ensure all new members have the opportunity to participate in the "swearing in" ceremony at the monthly social meetings
Ensure new members receive the latest information on upcoming Club events
Ensure new members are polled to find out what activities they would most be likely to become involved in
Encourage new members to become involved in Club activities

Ad Hoc Committees: The President may form an Ad hoc committee at any time to fulfill a temporary need. These ad hoc committees may be used for events that occur infrequently, but need a team of members to support some function defined by the Board.
1st and 2nd Parrot: These are titles given to the spouses of the Founder and the first Vice-President in recognition for all the volunteer time they spend helping the Board. They are considered full non-voting members of the Board, but have no set duties.

Article V - Elections

A. Elections: Elections for the offices of President, Vice-President, Secretary, Treasurer, Membership Director, Social Director, and all three Member-At-Large positions will be conducted in the following manner:

Terms of office: The Club will elect its officers for a two-year term. Members will elect one-half of its officers each year on an alternating basis. The President, Secretary, Membership Director, and one Member-At-Large position will be elected in one cycle in the odd numbered years (i.e. 2009, 2011, etc.). The Vice-President Treasurer, Social Director and two Member-At-Large positions will be elected in the next cycle in even numbered years (i.e. 2010, 2012, etc.).
To begin the election process, the President will call for a volunteer or nominate a member of the Club to act as Election Officer. The Election Officer may not be a candidate for any office, a spouse or significant other, or related to a candidate applying for any club office. The Board of Directors must approve the nomination of the Election Officer.
If desired or needed, the Election Officer may form a small ad hoc committee to assist in the election process.
Nominations will be opened and closed at a time designated by the Board of Directors.
Any member in good standing may nominate any member in good standing for office, including themselves. Candidates for office will submit a bio/resume to the Election Officer prior to the end of the nomination period. The Election Officer will peruse the candidate's bio or resume ensuring the candidate is suitable for the position for which they are nominated. If the candidate is not suitable, they will be informed and given the opportunity to apply for other positions for which they are qualified or encouraged to serve on the Board of Directors as a non-voting member to increase their knowledge of how the Club operates. The candidates will be given the opportunity to address the members and present a brief statement of their qualifications and/or reasons they want to run for office.
Ballots will be sent out to all members in good standing at least two (2) weeks prior to the date the election is to be closed, either by email or postal mail.
The Election Officer must receive all ballots prior to the time and date set by the Board of Directors to close the election. No ballots will be accepted after the designated time.
If a tie vote occurs, the tiebreaker for each office will be based on the number of club activities in which the candidates have participated.
In the event that an elected officer cannot complete their term in office, the President may nominate another club member to assume the duties of the vacated office for the remainder of the term, with the exception of office of President, whose duties will be assumed by the Vice President. The Board will confirm the nomination. Members of the Board may make suggestions to the President for consideration.
Duties & responsibilities of the Election Officer (EO)

The Election Officer (EO) will be approved by the Board of Directors. Once approved, the EO will interact with the Board to determine the dates when nominations will open and close, when balloting will begin and end and when the results will be announced.
The Election Officer will inform the membership of the following times and dates:

when nomination period opens
when the nomination period closes
when biographies/resumes are due to the EO
when balloting begins
when balloting ends
when election results will be announced

The EO is responsible for ensuring that a candidate nominated by another member will accept the nomination.
The EO will review all candidates' bios/resumes to determine whether the candidate has at least minimal experience to perform the duties of office for which the candidate is nominated. For instance, a candidate running for the office of President or Vice President should have some managerial experience; the office of Secretary and Membership require a good deal of computer knowledge; the office of Treasurer requires knowledge of accounting or bookkeeping; all offices require knowledge of email and attachments because a great deal of the Board's business is conducted by email. If a candidate does not have a minimal amount of experience, the EO will inform the candidate that they are not qualified for the office which they are seeking, and inform the candidate that they may either submit another bio/resume or run for an office for which they are qualified.
The EO will make sure all members receive a ballot. Email may be used to inform the membership about the elections and the various phases listed above. The EO will ask the Director of Membership, or another member of the Board, for a list of all members who do not have email and send them information about the election by postal mail.
The EO will keep a record of all expenses incurred during the election and, at the end of the election, present the receipts for reimbursement by the Treasurer.

Article VI - Finances

General Operating Fund: Membership dues will constitute a General Operating Fund for the club that can be supplemented by activities designated by the Board of Directors.
Purpose: The General Operating Fund will, at a minimum, finance:

Membership dues to PHiP
State corporate fees and banking fees
Any additional fees as required by law in order to remain a club
Support of a charity associated with the Parrot Heads chosen by the membership
General expenses associated with membership paraphernalia (e.g. leis, name tags, membership applications, etc.)
Club publications including, but not limited to, the newsletter and the Club web site

Functions: The Board of Directors may designate general membership functions to be paid for out of the General Operating Fund.
Return of monies: Committees and activities funded out of the General Fund will return any profits they make to the General Fund.
Seed funds: Events not funded out of the General Fund may be seeded by the General Fund, at the direction of the Executive Board, but are expected to return the seed money and any profits they make to the General Fund.
Means of Payment: The Club will not issue, nor maintain, credit cards, debit cards or check cards. Purchases requiring payment by such means will require reimbursement to member making the purchase after submitting proper support for the reimbursement.
Reimbursements: Reimbursements to members will always be made by check to provide proper documentation and support, and will never be made by netting out of receipts or proceeds.
Distribution of monies raised for specific charities: Committees that raise money for a charitable cause will deposit the monies in the General Fund, and inform the Treasurer which monies will be designated for a specific charity.
Expenditure Approval: The President, Vice President, and Treasurer are the Board members authorized to sign checks. If funds are available, the President and/or the Treasurer may approve and pay expenditures from the General Fund if they are appropriate club expenses and a receipt is presented with the request for payment up to a maximum of $100.00. If the Treasurer is unsure whether the expense is appropriate, he/she may consult with another member of the Board, normally the President or Vice President. Expenses over $100 must be approved by a second board member that will not be signing the check.
Expenditures: Normal operating expenses shall be paid by the Treasurer. S/he may authorize and pay any bills/invoices previously approved by the Executive Board as normal operating expenses, such as fees for musicians, payment for decorations at club events, food & non-alcoholic beverages for club functions, etc. If a question arises regarding a payment, the Treasurer should consult with the President or Vice President about the payment in question. If there is still any uncertainty, the Treasurer or the President will consult with the Executive Board for guidance.
Treasure's Report: The Treasurer will present a written quarterly financial report to the Board of Directors that details, at a minimum, the following:

The current amount available in the General Fund
Expenditures made out of the General Fund
Income to the General Fund
Monies held on behalf of existing committees and charities in the General Fund
Year to date totals of the above will be included in the report

Annual Fiscal Report: The Treasurer will present a written financial report at the first business meeting of the fiscal year covering the last fiscal year.

ARTICLE VII - Disclaimers

Responsibility for members' actions: The CHPHC neither approves of, nor assumes responsibility for, actions by members that may result in accidental or deliberate injury to persons or damage to property.
Discrimination: The CHPHC prohibits discrimination by any member or component entity on the basis of race, national origin, gender, religion, disability, sexual orientation or marital status. It is a policy of the Club to foster a spirit of universal acceptance among all peoples.
Associated use of club name (Events): No person, group or event may enter into activities in which the name of the Club is used or associated without prior approval of the Board of Directors.
Associated use of club name (Individuals): No person or group or event may use the name of the Club, or conduct business in the name of the Club, in any manner, without prior approval of the Board of Directors.

Article VIII - Code of Conduct

Intent: It is the intention of the CHPHC to provide social, community service, environmental projects and charitable activities for the enjoyment and benefit of all our members, guests, hosts and charities. All members of the Club shall be required to treat fellow members, guests and hosts and their property with respect. Members also agree to abide by all local, state and federal laws, including but not limited to those governing misuse of personal privileges, personal property and controlled substances.
Responsibilities of Members and the Board of Directors: Members of the CHPHC, by virtue of their membership, agree to demonstrate personal responsibility for their words, actions and deeds and will not exhibit behaviors that are harmful to themselves, other members, guests and hosts or their property. The Club seeks to provide a convivial atmosphere in which members can share our common love of the music and Jimmy Buffett's and other TropRock musicians' tropical lifestyle and to further the community, environment and charitable ideals that we seek to uphold.
Member agreement: The CHPHC will not condone behavior contrary to our objectives, nor that which we feel is harmful or injurious to others. By virtue of membership in the Charlotte Harbor Parrot Head Club members agree to "Party with a Purpose" in a most responsible fashion.
Privacy: All membership information is considered private and will not be released, sold, or provided to any other organization, other than the parent organization, PHIP, without a member's approval.

Article IX - Bylaws and Amendments

Approval: These bylaws must be approved initially by a two-thirds (2/3) majority of the Executive Board. Any future modifications or amendments to the bylaws will be accomplished by a two-thirds (2/3) majority vote of the Executive Board.
Proposed amendments: A proposed amendment or amendments to these bylaws must be presented to the Executive Board of Directors. After discussion, the Board may modify the amendment(s) as necessary, approve the amendment(s) by two-thirds (2/3) majority vote, and notify the membership of the changes.
Date of approval: These bylaws were approved by the Executive Board on April 28, 2009.

a PDF copy of the Club Bylaws.

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