(Effective 6/30/2013)
ARTICLE ONE
Section 1. Name
The
name of this organization shall be the Prince William Brewer’s Guild
Section 2. Purpose
The
purpose of the Prince William Brewer’s Guild shall be to encourage all members:
To
mature as brewers and beer enthusiasts;
To
promote the dissemination of knowledge in the art of brewing;
To
encourage and reward individuals dedicated to the brewing arts;
To
educate the beer connoisseur in identifying the components of beers;
To
foster the responsible use of the products of our craft; and
To
celebrate the fruits of our labors.
Section 3. Membership
The
membership of this Guild shall be open to any person who enjoys fine beers,
either by making their own or by enjoying the work of others.
Section 4. Headquarters
The
headquarters of this Guild shall be 2221 William Harris Way, located in Woodbridge,
VA, until such as the member occupants relocate, the member occupants leave the
Guild or the membership, by resolution, decides to locate elsewhere.
ARTICLE TWO
Government
Section 1. Supreme Law
All
legislative and executive powers shall be given to and controlled by the Board
of Directors.*1
The
Board of Directors shall consist of all the elected officers of this Guild.
Section 2. Elected
Officers
The
elected officers of this Guild shall be: President, Vice-President, Secretary/
Treasurer, Activities Director, and Membership Director. An elected office may
be occupied by more than one person subject to Board approval.
Section 3. Term of Office
All
offices shall be held for a period of one year, commencing at the June meeting
following elections, and terminating at the August meeting, one year later. The
final month is an internship period for newly elected officers.
Section 4. Removal from
Office
Any
officer missing three Board of Directors meetings and/or six membership
meetings during his/her term of office, without reasonable excuse, shall be
removed from office and replaced as soon as possible.
A
reasonable excuse shall be determined by the Board of Directors.
Any
officer, as determined by a majority of the Board of Directors, found not
performing his/her duties, may be removed from office, subject to the approval
by a majority vote of the membership at the next membership meeting following a
report from the Board of Directors to the membership.
Section 5. Vacancy of
Office
Any
interim vacancy on the Board of Directors shall be filled by appointment by the
Board of Directors, subject to the approval by a majority vote of the
membership at the next membership meeting following the vacancy.
In the
event the membership votes down the appointment by the Board of Directors, there
will be open nominations for the vacant office and an election held at said
membership meeting to fill the vacancy.
Section 6. Returning of Prince
William Brewer’s Guild Property
All
elected officers and any members, upon completion of their term in office or
assignment, shall return to the Prince William Brewer’s Guild any and all
papers, documents, and property deemed to be important to the operation and
history of, and belonging to, said Guild.
Failure
to comply may result in expulsion from the Guild and civil action if deemed
necessary.
ARTICLE THREE
Duties of Elected
Officers
Section 1. President
The
duties of the President shall be as follows:
a.
To uphold the Constitution and By-Laws of the Guild
b.
To interpret the Constitution and By-Laws of this Guild when necessary.
c.
To set the theme and agenda for the meetings.
d.
To call meetings to order and conduct them in an orderly manner.
e.
To call for special meetings when necessary.
f.
To form committees when necessary.
g.
Shall be an ex officio member of all committees.
h.
Shall have no vote on motions made at membership meetings and/or Board of
Directors meetings, except to break a tie.
Section 2. Vice-President
The
duties of the Vice-President shall be as follows:
a.
To assist the President with his duties.
b. To
coordinate and organize Guild competition efforts as the head of the
Competition Committee.
c.
To present certificates of achievement.
d.
If the President is absent from a meeting, the Vice-President shall assume the
President's power for that meeting.
Section 3. Secretary/ Treasurer
The
duties of the Secretary / Treasurer
shall be as follows:
a.
To take the minutes of Board of Directors meetings and membership meetings
b.
To maintain a file of all minutes
c.
To submit minutes to the President for publication on the Guild website.
d.
If the President and Vice-President are both absent from a meeting, then the
Secretary shall chair the meeting.
e.
To administer the Guild's finances.
f.
To collect and document monies owed to the Guild.
g.
To reimburse expenses incurred by members on behalf of the Guild.
h.
To submit a report to the Board of Directors on a quarterly basis, or when
requested by the President.
i.
To maintain the inventory and disperse of Guild gear, e.g. t-shirts, hats,
glasses and more.
Section 4. Activities
Director
The
duties of the Activities Director shall be as follows:
a.
To arrange to have guest speakers and demonstrations at membership meetings.
b.
To arrange the Guild festivals.
c.
To arrange for tours, workshops and seminars in which the Guild may
participate.
d. To
oversee raffles and auctions at events and membership meetings.
Section 5. Membership
Director
The
duties of the Membership Director shall be as follows:
a.
To maintain a current roster.
b.
To issue membership cards
c.
To organize membership drives.
d.
To proctor nominations and elections.
ARTICLE FOUR
Quorums
Section 1.
A
voting quorum at a membership meeting shall be no less than ten percent (10%)
of the paid membership as reported by the Membership Director at the last Board
of Directors meeting previous to the membership meeting where a vote(s) is
(are) to be taken.
A
quorum at a Board of Directors meeting shall consist of one half of the Board
of Directors plus one.
ARTICLE FIVE
Election of Officers
Section 1. Eligibility
Any
person who has been a paid member for at least six (6) months and is in good
standing with this Guild may run for an elected office.
Section 2. Nominations
Nominations
will open at the April membership meeting and will close at the June membership
meeting before balloting commences. The method of collecting nominees' names
shall be done at the discretion of the President or whoever is chairman at
those meetings.
Section 3. Balloting
A
secret ballot election shall be held at the June membership meeting. Only paid
members with a membership card may vote. The President shall determine how the
secret balloting will take place.
Section 4. Tally
The
President shall form a committee of three members not running for office to
tally the ballots.
After tabulating
the results, the committee shall submit a report to the President as soon as
possible, but no later than the next Board of Directors meeting. If any or all
of the committee wish to present the report at the Board meeting instead, they
may do so.
The new
officer(s) for each office shall be that person(s) with a plurality of the
votes for that office.
ARTICLE SIX
Installation of Officers
Section 1. New Officers
At the June
membership meeting, officers-elect will begin a one month internship.
Installation of the new officers shall occur at the August meeting.
Section 2. Officers
Filling Vacancies
Any
officer filling a vacancy shall be installed at the meeting at which the
membership voted its approval.
Section 3. Certificate
for Outgoing Officers
All
outgoing officers shall be awarded a Certificate of Achievement in appreciation
of their terms in office at the June meeting following their departure from
office.
ARTICLE SEVEN
Meetings
Section 1. Membership
Meetings
Membership
meetings shall be held on the first Sunday of each month at 12:00 p.m. at a
location determined at the previous month’s meeting, unless otherwise specified
by the Board of Directors. The location and any changes in time will be posted
to the Guild website. The exceptions being the months there is a Festival or
other special event.
All
members are encouraged to attend these events and meetings. These dates and
events will be posted to the Guild’s website.
Section 2. Board of
Directors
Board
of Directors meetings shall be at a time and place called by the President.
All
officers are required to attend and submit a report pertinent to their office.
Also, any member may attend these meetings.
ARTICLE EIGHT
Amendments
Section 1. Resolutions
From
time to time it may be necessary to modify this Constitution and By-Laws. The
procedure shall be as follows:
a.
Any individual, or committee, or the Board of Directors may write a resolution
to modify this Constitution and By-Laws. It shall include the reason for the
change, the article, the section, the paragraph, etc., where the change will
occur, and what the change will be.
b.
If an individual member has drafted a resolution, he/she may present it to the
Board of Directors for presentation to the membership or bring it to a
membership meeting for presentation to the membership. The purpose of
presenting it to the membership is to inform them about it.
c.
After presentation the membership shall vote on whether or not to accept the
resolution for consideration.
d.
The resolution shall be posted in the newsletter after the initial membership
approval.
e.
At the next membership meeting, the resolution will be voted on by the paid
membership. A 2/3 majority is required for the resolution to be adopted.
BY-LAWS OF THE PRINCE
WILLIAM BREWERS GUILD
(Effective 6/30/2013)
ARTICLE ONE
Membership
Section 1. Membership
Membership
lasts one year from the time the Membership Director records the members name
in the roster.
Section 2. Dues
Dues
shall be determined by the Board of Directors and approved by the membership.
Section 3. Returning
Members
After
one year membership, dues will be required to continue as a member. All
renewals will be counted from the member’s original starting month.
Returning
members who do not renew shall be placed on an inactive list. If a returning
member has not renewed for a period of five years, his/her name shall be dropped
from the list.
Section 4. Couples
Membership
A
Member’s spouse or significant other shall be considered a non-voting member
for the purposes of all Guild activities, unless they are a full dues paying
member.
Section 6. Honorary
Membership
The
Board of Directors may elect to designate any person an Honorary Member of the Guild
for a time period determined by the Board at the time of dispensing such
Honorary Membership.
Section 7. Membership
Agreement
The
Board of Directors shall codify a membership agreement that is required for all
members. The agreement shall outline acceptable behavior and risks assumed by
members.
Section 8. Membership
Cards
The Guild
shall provide to each member a card designating them as a member of the Prince
William Brewer’s Guild. Each card shall be minimally provided with name and a
method to determine the member’s expiration date and current status. The card
shall be required for all discounts and voting privileges except where waived
by the Board of Directors or vendor.
ARTICLE TWO
Competitions
Section 1. Number
There
will be at least three (3) Guild-sponsored competitions per year. These
competitions may at the discretion of the Board of Directors, be open to other
clubs and may be sanctioned by the BJCP/AHA. Sanctioning of these two
competitions shall not be a requirement for holding them.
Section 2. Other
Competitions
The
Board of Directors reserves the right to involve this Guild in organizing
competitions other than the two mentioned above, an example of which would be a
home brew competition at a county fair. If the Board of Directors chooses to
organize such a competition, every effort shall be made to have it sanctioned
by the BJCP/AHA.
Section 3. Rules and
Awards
The rules
and awards for competitions shall be determined on a per competition basis and
will be published in the newsletter at least three (3) months prior to the
competition.
ARTICLE FIVE
Section 1. Effective Date
This
Constitution and By-Laws shall be considered in effect when approved by at
least two thirds of the membership present at the membership meeting where this
document is put to a vote.
*Notes
and Board Decisions;
*1 “Supreme Law” Inherent in the executive powers of the Board
of Directors is the ability to remove a person from the membership for cause.
(2013)
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