BYLAWS OF THE SAUKENAUK PRESERVATION SOCIETY
Approved on August 3, 2008
Section I. Name and Affiliation
Article 1 The name of this organization shall be the “Saukenauk Preservation Society” (herein referred to as “Society”).
Article 2 The Society is an organization of Scouters dedicated to the maintenance and preservation of Saukenauk Scout Reservation. However, the Society is not affiliated with the Mississippi Valley Council 141 or the Boy Scouts of America.
Section II. Mission
Article 1 We, the members of the Saukenauk Preservation Society, an independent service and fundraising organization, pledge to serve Saukenauk Scout Reservation and its campers, primarily through financial contributions to the physical camp, its operations, and program; and also through physical service and general camping promotion within the camp itself and its supporting area.
Section III. Society Officers
Article 1 The officers of the society shall be an Executive Director, a Director of Operations, a Director of Finance, and a Director of Communications.
Article 2 To be eligible for election and serve as a Society Officer, an individual must be a registered member of the Society.
Article 3 The elections will be held at the November meeting of the Society.
Article 4 The term of office for each Society Officer will be two years, beginning January 1 of the calendar year following their November election and ending December 31 of the following calendar year.
Clause 1 Officers may be elected to serve more than one term.
Section IV. Society Executive Committee
Article 1 The Society shall be governed by a Society Executive Committee (herein referred to as “SEC”).
Article 2 The SEC shall be comprised of the four Society officers and three Society members elected at large.
Clause 1 The three at-large Society members shall serve a one-year term beginning on January 1 and be elected during each November election.
Article 3 A quorum must be established for any business to occur.
Clause 1 To reach a quorum, two-thirds of the voting members of the SEC must be present.
Article 4 SEC meetings shall be deemed open meetings to both Society members and members of the general public.
Article 5 SEC meetings will be chaired by the Executive Director.
Clause 1 In the absence of the Executive Director, the Director of Operations will chair the meeting.
Article 6 Minutes must be taken by the Director of Communications and made available as stated by the Federal Government of the United States and State Government of Illinois.
Clause 1 In the absence of the Director of Communications, the Executive Director shall appoint a member at large to take the minutes.
Article 7 The Director of Finance shall make a financial report at all SEC meetings.
Clause 1 In the absence of the Director of Finance, the Executive Director shall make the presentation.
Article 8 SEC meetings shall occur monthly.
Clause 1 Specific dates for SEC meetings shall be set at the December meeting for the following calendar year.
Clause 2 SEC meeting agendas must be made available as stated by the Federal Government of the United States and State Government of Illinois.
Article 9 Special meetings of the SEC may be called by the Executive Director provided that SEC members are given 14-days notice.
Clause 1 Special SEC meeting agendas must be made available as stated by the Federal Government of the United States and State Government of Illinois.
Clause 2 Only the business on the posted special SEC meeting agenda may be considered at a special meeting.
Section V. Committees
Article 1 The SEC may establish operating committees to help conduct Society business.
Article 2 The SEC shall appoint a Society member to serve as the chairman of any operating committees.
Clause 1 The SEC may grant a vote to any committee chairman as set forth in the Society Policies manual.
Section VI. Membership
Article 1 A person will be classified as an eligible member of the Society if the following requirement is satisfied:
1) The person holds Saukenauk as his heart’s reservation.
Clause 1 An applicant for membership may be required to undergo an interview process by the SEC to determine eligibility.
Article 2 Members shall be selected by a majority vote of the SEC.
Clause 1 Applicants shall be notified of their acceptance or rejection via letter from the SEC.
Article 3 A member may be removed by a two-thirds vote of the SEC.
Clause 1 Members recommended for removal by the SEC shall be notified at least 14 days prior to the meeting in which the removal will be voted on.
Clause 2 Members recommended for removal will be allowed to speak on their own behalf at the meeting in which their removal will be voted on by the SEC.
Section VII. Rights and Privileges
Article 1 The rights and privileges of registered members of the Society are stated in the Policies manual.
Section VIII. Voting
Article 1 All members in good standing with the Society shall hold a vote within the Society.
Article 2 Absentee voting and proxy voting will be allowed by decree of the Executive Director.
Section IX. Office Vacancies
Article 1 A Society Officer may be removed from office by a unanimous vote of the Society Executive Committee excluding the officer in question.
Article 2 A vacant office may be filled by the Executive Director with the approval of the SEC.
Article 3 A vacancy in the office of Executive Director will be filled by the Director of Operations and a new Director of Operations will be appointed with the approval of the SEC.
Section X. Totem, Customs and Traditions
Article 1 The totem of the Society will be the ThunderBird.
Article 2 The customs and traditions of the Society will be revealed to members upon their induction.
Section XI. Finances
Article 1 The Society shall operate using funds as established within the Society Policies manual.
Article 2 Should the Society ever cease to exist, all money in the Society account shall be transferred to a 501(c)(3) not for profit organization serving Adams County to be decided by the final SEC.
Article 3 All Society funds shall be handled by the Director of Finance.
Article 4 Dues will be set by the SEC no later than its August meeting, and must be paid annually by the December meeting for the following program year.
Article 5 A specific purpose must be designated for each monetary gift by the Society.
Article 6 All disbursements of Society money for purposes other than normal operating expenses must be approved by a majority of the SEC.
Article 7 The Society must approve a budget for each calendar year no later than November meeting of the previous calendar year.
Section XII. Parliamentary Procedure
Article 1 Society meetings shall be governed by the appropriate parliamentary authority.
Section XII. Policies and Procedures
Article 1 Operating policies may be adopted by the SEC to:
1) Provide detailed procedures needed to carry out the provisions of these Bylaws;
2) Ensure continuity of the Society program and administration from year to year.
Article 2 A policy may be adopted or amended by the SEC at a regular or special meeting of the Society so long as the policy or amended policy receives a two-thirds majority vote.
Section XIV. Society Business Meetings
Article 1 Business Meetings may be held at the behest of the Executive Director provided that all voting members of the Society receive at least 14-days notice.
Article 2 A quorum must be achieved for every vote.
Clause 1 A quorum is defined in Section IV, Article 3, Clause 1.
Article 3 Minutes must be taken by the Director of Communications and made available as stated by the Federal Government of the United States and State Government of Illinois.
Section XV. Amending the Bylaws
Article 1 These bylaws may be amended by using the following procedure:
1) Amendments must be submitted in writing to the Executive Director at least two weeks before it may be voted on;
2) The Executive Director must notify all voting members of the Society and all Society members must receive a written copy of the amendment;
3) The amendment must receive a two-thirds majority vote of the entire society.
Article 2 If a provision in these Bylaws is not in compliance with Federal or State regulations, the provision will be immediately corrected by decree of the Executive Director.