Proposed By-laws

DELAWARE VALLEY MENSA BY-LAWS (Proposed)

I. NAME AND PURPOPSE

1. The name of this organization shall be Delaware Valley Mensa.
2. Delaware Valley Mensa is a local group of American Mensa, Ltd., and is subject to the Constitution of Mensa, and the By-laws of American Mensa, Ltd., and the resolutions adopted by the American Mensa Committee. American Mensa, Ltd. is herein abbreviated as "AML," the American Mensa Committee as "AMC," and Delaware Valley Mensa as "DVM."

II. MEMBERSHIP

1. Membership of DVM shall be open to all members of AML in good standing in the geographic areas assigned to DVM by the AMC, or as otherwise assigned by AML.
2. Mensa members in good standing who are not also members of DVM are welcome to participate in the social activities of the local group at the discretion of the host or hostess. The National Ombudsman, his surrogate, and members of the AMC shall be permitted to participate in the business affairs of the local group in the discharge of their official duties.
3. DVM shall observe the preferences of members for data suppression and publication, as filed with AML, when publishing a local group roster or membership directory/register.

III. OFFICERS & DUTIES

1. The governing body of DVM shall be an Executive Committee herein abbreviated as "ExComm", the voting members of which consist of three elected officers (LocSec, Deputy LocSec, and Treasurer) plus seven additional elected Members-at-Large, plus three appointed officers (Program Coordinator, Recruitment Chairman, and Publications Officer). Each voting member of the ExComm shall have one vote. No person shall hold more than one voting position on the ExComm at a time. A quorum to conduct official business shall consist of five of the following: LocSec, Deputy LocSec, Treasurer, and the seven Members-at-Large. All officers, whether elected or appointed, must be current members in good standing of AML and of DVM. An officer is defined as any person who is given a title with specific responsibilities.
2. The LocSec shall be the chief executive officer and the liaison with other local groups and with AML. He or she shall be charged with being the chief point of contact between AML and the local group. By agreeing to be LocSec, the LocSec agrees to pass along information to and from DVM in a timely fashion. The LocSec shall notify AML and the RVC for the local group within two weeks of any changes in the officers of the group during the term. The LocSec may not serve more than two consecutive terms. In the event that the LocSec completed the term of another, and the period of service was greater than one year, that period of service will count as a full term. Candidates for the office of LocSec must previously have served at least one term on the ExComm.
3. The Deputy LocSec shall assist the LocSec, preside over meetings in the absence of the LocSec, and immediately and automatically succeed to the office of LocSec if that office becomes vacant. The Deputy LocSec shall also be responsible for keeping minutes of the business and Executive Committee meetings.
4. The Treasurer shall be responsible for financial matters of DVM, including the finances of the official group newsletter herein abbreviated as "OGN", and shall submit to the ExComm a semi-annual financial report. The financial report shall contain schedules of income, expenses and balances for all funds under the control of DVM, including RG, scholarship and other special funds. The Treasurer shall also maintain a listing of all equipment owned by DVM. The Treasurer shall submit to the LocSec at least quarterly, the actual statements from banks and any other institutions where DVM's money is deposited. All accounts must be separate accounts in the name of the group, and shall have more than one signatory so that funds can be accessed in the temporary absence of the Treasurer.
5. The Program Coordinator shall be responsible for arranging for DVM activities, and shall coordinate with and advise the officers and the Editor of these activities.
6. The Recruitment Chairman shall be responsible for efforts to attract, test, and retain new members to DVM. The Recruitment Chairman shall, with the consent of the ExComm appoint the Public Relations Coordinator, the Proctor Coordinator, and the Membership Officer.

   a. The Public Relations Coordinator shall coordinate publicity efforts authorized by the ExComm.

   b. The Proctor Coordinator must be an official proctor recognized by AML. The Proctor Coordinator shall ensure that testing is available to potential members on a regular basis.

   c. The Membership Officer shall be responsible for making initial contact with members new to DVM and those who have qualified for membership but have not yet joined.

7. The Publications Officer shall be responsible for the OGN, the official group website herein abbreviated as "OGW", and any other official publication, whether in print or electronic format, and shall, with the consent of the ExComm, appoint the Editor and Webmaster.

   a. The Editor shall edit the OGN. The Editor shall publish notices of meetings and programs, required ballots, results of business meetings and elections, amendments to the by-laws and related discussions and ballots, and the semi-annual financial reports, and shall prepare and publish Post Office forms if required.

   b. The Webmaster shall be responsible for the production of the OGW, and shall ensure that it is updated on a timely basis. The Webmaster shall also serve as the chapter's official web contact for the purposes of contact with AML.

8. An Ombudsman shall be appointed by the ExComm. The Ombudsman shall serve as mediator for disputes within DVM, and shall be an arbitrator available to serve as a representative to a Regional Hearings Committee. The Ombudsman may not be a voting member of the ExComm.
9. The term of office for all appointed officers and positions expires at the end of the term of office of the current elected officers. Appointed officers and positions may be removed from office by majority vote of the ExComm unless otherwise stated herein. The Ombudsman may only be removed by a two-thirds vote of the elected officers, with the LocSec only voting to break a tie.
10. Elected members of the ExComm may be removed from office for cause by unanimous vote of all other elected members of the Executive Committee or by recall election. A recall election may be called by a petition citing the reason for such action, and signed by 10% of the membership of the local group as listed on the most recent membership roster provided by AML. The balloting provisions of a regular election shall apply except that a recall election must be held within 60 days of presentation of a properly qualified petition at either a regular or special meeting of DVM.
11. Any voting member may be removed from office for three consecutive unexcused absences at ExComm meetings, by a majority vote of the remaining members. Excusal authority is also a majority vote of the remaining members.
12. The ExComm shall select a replacement to fill any vacancy on the ExComm, except for the LocSec, who is replaced in accordance with III.3. A replacement for an elected officer is considered to be an elected officer whose term of office ends with the next regular election cycle.
13. All elected and appointed officers shall turn over all files, office equipment, and materials pertaining to their office to either their successor or to a current member of the ExComm no later than 15 days after leaving office.
14. An Audit Committee, appointed by the ExComm will conduct a review for each year ending May 31st. No member of the Audit Committee may have been involved in the issuing or collecting of money during the previous year. The review shall include viewing actual statements from banks and any other institutions where the group's money is deposited.

IV. MEETINGS

1. Regular meetings or activities may be held at such times as may be appropriate; however a regularly scheduled meeting of the ExComm, and a membership activity, must be held at least once a quarter. Notice of meetings and activities shall be published in the OGN, or otherwise sent to each member.
2. Special meetings of the ExComm may be called at any time by the LocSec or by the ExComm, and shall be called upon receipt of a petition signed by 10% of the membership of DVM, using the most recent roster provided by AML as a measure of membership count. The date, time, place, and purpose of the special meeting shall be announced or reported in the OGN. If insufficient time exists for such publication, the LocSec shall assure that all members at interest are contacted. Members interested in being notified of all special ExComm meetings may send a written request stating their desire to be notified to the LocSec. The LocSec shall arrange for such notification by the most convenient means. No other business than that indicated in the notice calling the meeting may be acted upon.
3. All meetings of DVM and the ExComm shall be held within the geographical limits of the group as assigned by the AMC.

V. ELECTIONS

1. Elections of the LocSec, Deputy LocSec, Treasurer, and seven Members-at Large shall take place in odd-numbered years in accordance with the following schedule:

   a. No later than January 7th, the ExComm shall appoint a Nominations Committee chairman, who shall appoint at least two additional members to the Nominating Committee. The Nominations Committee shall, by March 7th, select at least one nominee for each elected office.

   b. Nominations may also be made by presentation of a petition signed by at least ten members of DVM, delivered to the LocSec or the chairman of the Nominations Committee no later than March 7th. The Nominations Committee shall publish the procedures for nominations in the February OGN.

   c. No later than February 7th, the ExComm shall appoint an Elections Committee chairman, who shall appoint at least two additional members to the Elections Committee. The Elections Committee shall determine, and cause to be published, those election rules and regulations not covered by these by-laws.

   d. No member of the Nominations Committee or Elections Committee may be a voting member of the ExComm or a candidate in the upcoming election. The Nominations Committee and the Elections Committee may comprise the same members.

   e. No later than March 7th, the ExComm shall select a time, date, and location for the ballot counting. This date shall be between May 15th and May 31st.

   f. The Nominations Chairman shall deliver a list of all valid nominees to the Elections Chairman by March 7th. No further nominations shall be accepted after this date.

   g. The official ballot shall either be part of the OGN or be mailed separately. Replacement ballots may be obtained from the Elections Chairman upon written request.

   h. The Elections Chairman shall cause the following items to be printed in the April edition of the OGN: a list of all candidates for office, the address of the Elections Chairman to whom all ballots must be delivered, the last day that ballots will be accepted, the date, time, and place of ballot counting, the ballot, unless mailed separately, and any other instructions regarding the election.

   i. Only DVM members in good standing, as reported by the most recent membership roster received from AML prior to the actual counting of the ballots, shall be eligible to vote.

   j. The Elections Committee members, at the meeting specified and announced for such purpose, shall count votes on valid ballots. Any member may observe ballot counting, provided that decorum is maintained. The person who receives the greatest number of votes for an office shall be declared elected to that office. The Chairman of the Elections Committee shall determine votes that are tied by the flip of a coin. The Elections Chairman shall immediately announce the elections results, and shall deliver such results to the LocSec and to the Editor for inclusion in the next issue of the OGN.

   k. Challenges concerning the election must be received by the Chairman of the Elections Committee within seven days following the announcement of the results of the ballot counting. Any such challenges must be ruled on within fourteen days following the announcement of the results of the ballot counting.

   l. Resolution of any election challenges shall not affect any actions passed by the ExComm prior to such resolution.

   m. Terms of office for the newly elected officers shall begin at the end of old business at the June ExComm meeting, or the resolution of any election challenges, whichever occurs later.

VI. AMENDMENTS

1. Amendments to these by-laws may be proposed by the ExComm or by a petition signed by twenty (20) members of DVM. Such proposals shall be submitted first to the AMC for its approval to ballot.
2. After approval to ballot has been received, the amendments shall be published in the next issue of the OGN.
3. A mail ballot, created by a By-laws Committee appointed by the ExComm, shall appear in the issue of the OGN that follows publication of the proposal, and shall be sent to every member of DVM. Balloting deadline shall be no less than 90 days following the first publication of the proposed amendment(s) in the OGN.
4. To become effective, an amendment to these by-laws shall require an affirmative vote of the majority of those casting valid ballots, as well as final approval of the AMC, and filing of revised by-laws with its By-laws Committee. The By-laws Committee appointed by the ExComm shall be responsible for counting the votes.

VII. MENSA LOGO & NAME

1. American Mensa Ltd. (AML) has granted a royalty free, non-exclusive license to Delaware Valley Mensa for the use of the mark "Mensa" and a logo, consisting of a globe over a stylized "M" within a border, in connection with the non-commercial uses of Delaware Valley Mensa. AML retains full ownership of the mark and logo and all statutory and common-law rights in the mark and logo.

VIII. PARLIAMENTARY PROCEDURE & RULES OF ORDER

1. The rules contained in Robert's Rules of Order, Newly Revised, latest edition, shall govern DVM in all cases to which they are applicable and not inconsistent with these by-laws.
2. Rules of Order for the ExComm and for those matters concerning DVM, which are not specified in these by-laws, may be adopted by the ExComm.