Southern Maryland Social Group

BYLAWS

ARTICLE I Name
The name of this organization shall be Southern Maryland Social Group, hereinafter referred to as “SMSG” or the “Group”.

ARTICLE II Purposes
The Southern Maryland Social Group is a nonprofit organization of individuals having a common interest in maintaining a structure for social contact between gay, lesbian, bisexual, and transgender people, and their friends, in the Southern Maryland area. For the aforementioned purpose and limited to that purpose, the objects to be carried out are to:

a. Provide a safe and supportive social environment for gay, lesbian, bisexual, and transgender people and their friends and colleagues.

b. Foster a sense of community and camaraderie among gay, lesbian, bisexual, and transgender people.

ARTICLE III Membership
Section 1. Qualification.
Membership shall be open to any person over eighteen years of age who subscribes to the aforementioned Purposes of SMSG and who pays annual dues.

Section 2. Confidentiality and Privacy.

a. Membership records will be held only by current members of the Board of Directors. SMSG membership information shall not be shown or otherwise divulged to any other persons or organizations, and will not be used for any purpose other than authorized SMSG communications.

b. From time to time a membership roster maybe prepared for distribution to other members. Inclusion of any information therein shall be voluntary and at the discretion of each individual member.

c. All mailings to members mill be via First Class mail and shall be in seated security envelopes such that contents are not externally visible. There shall be no external identification on mailings to members except SMSG's return address.

Section 3. Expulsion
A member who violates these Bylaws, or who by his/her actions or other behavior brings serious and/or continuing harm or other disfavor upon SMSG, maybe expelled from the Group upon unanimous vote of the Executive Committee. Membership dues will not be refunded to any person so expelled. A member expelled may reapply for membership after one year.

ARTICLE IV Executive Committee and Board of Directors
Section 1. Executive Committee.
The Executive Committee shall consist of the elected officers of SMSG. The Executive Committee shall plan and coordinate the general policies of SMSG so as to further the Purposes set forth in Article 11.
Section 2. Board of Directors
The Board of Directors shall consist of the Executive Committee and the chairs of the standing committees. The Board of Directors shall be chaired jointly by the Co-Presidents. The Board of Directors shall administer the operation of SMSG as required between monthly meetings.

ARTICLE V Elected Officers
Section 1. Officers to be elected.
The officers to be elected shall consist of two Co-Presidents (Men's Co-President and Women's Co-President), a Vice President, a Secretary, and a Treasurer.

Section 2. Duties of the office.

a. Co-Presidents: The two Co-Presidents (Men's and Women’s), with the consent of the Vice President, Secretary, and Treasurer, shall jointly preside at SMSG meetings and shall appoint the membership of such committees as required.
b. Vice President: The Vice President shall assume the duties of the President when neither Co-President is able to perform those duties.
c. Secretary: The Secretary shall maintain a written record of business conducted at regular monthly meetings and record minutes of meetings of the Board of Directors. The Secretary shall maintain the mailing list of all members, issue notices of dues renewal, and handle all correspondence between SMSG and other groups or individuals. In the absence of the Secretary at a regular monthly meeting or a meeting of the Board of Directors, the presiding officer(s) shall appoint a member present to record minutes of that meeting.
d. Treasurer: The Treasurer shall maintain the SMSG account. The Treasurer shall collect moneys and pay all bills. The Treasurer shall conduct quarterly financial audits with the Board of Directors. The Treasurer shall not commit SMSG funds without the written approval of at least one Co-President. In the absence of the Treasurer the Co-Presidents together shall perform the duties of the Treasurer.

Section 3. Nomination of Officers:

a. Nominations shall take place during the August and September monthly meetings. Nominations may be made by any member with the consent of the person being nominated.

b. With the exception of nomination for offices of the two Co-Presidents, nominees for offices shall be from the current dues-paying membership at large. Nominees for the office of Co-President shall be restricted to member of same gender as that of the Co-President whose term is expiring. (The intent is always having one Men's Co-President and one Women's Co-President in office.)

Section 4. Election of Officers

a. Procedure. Absentee ballots shall be sent in the October Newsletter and members unable to attend the November meeting will have 30 days in which to respond by absentee ballot. The election of officers shall take place at the November meeting. When there is more than one candidate for a given position, voting shall be conducted by secrete ballot. As simple majority of the dues-paying members present in person and by absentee ballot shall suffice to elect.
b. Transition. New officers will commence their terms at the beginning of January of the ensuing year. There shall be a transition period which the old and the new officers shall work together cooperatively for one to three months.

Section 5. Terms of Office.

a. Co-Presidents. The two Co-Presidents shall each serve a term of two years. Their terms will be staggered so that one new Co-President is elected each year. A person may hold the office of Co-President for one two-year term, following which he/she will be required to sit out a period of at least one two-year term. However, he/she remains eligible to serve in a different office.
b. Other Office The elected positions of Vice President Secretary, and Treasurer shall be for a one-year term. A person may hold the same office for two consecutive one-year terms, after which time he/she will be required to sit out a period of at least one term However, any official thus precluded from re- election to the same office shall, nonetheless, remain eligible to save in a different office.
c. Succession. For the purpose of determining an officer's qualification for re-election to the same office, service for one-half term or more will count as a full term.

Section 6. Removal and Replacement of Officers.

a. Vacancy. Should an elected officer Voluntarily resign, move outside the local region be incapacitated or otherwise not fulfill his/her duties, the Board of Directors shall declare that office vacant.
b. Impeachment. Impeachment of any officer shall be initiated by a written petition signed by at least ten percent of all dues-paying members. The officer in questioned shall have opportunity at the next regular monthly meeting to rebut charges against him/her. At two thirds majority of all dues-paying members, present in person or by proxy, shall suffice to impeach. Absentee ballots shall be sent and members unable to attend a meeting will have 30 days in which to respond by absentee ballot. Upon successful impeachment, that office shall be declared vacant.
c. Replacement. Upon deeming an office vacant, the Executive Committee shall appoint a member fill that office until the next regular election. The appointment shall be presented for ratification by the members present at the next regular meeting.

ARTICLE VI Other Committees
Section 1. Standing Committees
The standing committees shall be the Social Committee, the Newsletter Committee, Social Issues Committee, and the Gay Pride Day Committee. Standing committee chairs shall be appointed from the membership by the Co-Presidents (with the consent of the Executive Committee) for a one-year term, and may be reappointed for additional terms.
Section 2. Ad hoc Committees.
Ad hoc committees may be established as needed. Should the need for any ad hoc committee arise, such need shall be considered by the Board of Directors, and such ad hoc committee chairs appointed by the Co-Presidents (with the consent of the Executive Committee).

ARTICLE VII Meetings
Section 1. Schedule.
Regular social meetings open to all members and guests shall be held monthly. Meetings will normally be during the second weekend of the month, but may vary to be compatible with the host/hostess or to avoid conflicts with holidays or special events.
Section 2. Notification.
The Newsletter will provide a minimum of one full month advance notice of each meeting's date, time, and location. A telephone number will be published for last minute news of cancellations or changes.
Section 3. Business Meetings.
Each regular monthly meeting will include a brief business meeting during which any member may introduce new business for consideration.

ARTICLE VIII Finances
Section 1. Fiscal Year.
The fiscal year of the Group shall begin on January 1 and shall end on December 31.
Section 2. Dues
Dues should be paid at or before the January meeting for the new/imminent calendar yew. Checks should be made payable to SMSG. Any change in the basic level of individual annual dues assessed to maintain SMSG during an ensuing calendar year shall be ratified at the same time officers for that ensuring yen are elected (i.e., at the November meeting.) Ratification shall be by two-thirds of the dues paying members present in person or represented by proxy.
Section 3. Expenditures.
The Treasurer is authorized to pay regularly occurring monthly or yearly expenditures (including but not limited to stamps, supplies, post office box rental, copies of the Newsletter, permits, etc,). No additional financial obligation shall be incurred on behalf of SMSG by any person unless authorized by the Executive Committee. The Executive Committee may authorize expenditures up to a maximum of two hundred dollars per event: A vote by the membership is required to authorize expenditures over this amount. No deficit spending is allowed.
Section 4. Audit.
The books shall be closed on December 31. An informal audit shall then be conducted by the incoming Board of Directors and the results of the audit shall be presented to the membership at the February meeting and reported in the Newsletter.

ARTICLE IX Amendments
Section 1. Proposal
Proposed amendments hereto shall be submitted in writing to either of the Co-Presidents. Each proposed amendment shall be accompanied by a narrative giving the rationale for the change.
Section 2. Review and Determination.
A proposed amendment shall be reviewed by the Board of Directors to determine whether the proposed amendment is routine in nature. A routine amendment is one that saves to clarify established operating policies or corrects minor errors or inconsistencies in the Bylaws.
Section 3. Routine Amendments.
Proposed amendments determined to be routine in nature shall be approved by a majority vote of the Board Of Directors.
Section 4. Approval by the Membership.
Proposed amendments, which are other than routine in nature, shall be decided by the membership. The amendment shall appear in the Newsletter at least 30 days prior to the regular monthly meeting at which the proposed amendment shall be put to a vote. A two-thirds majority of the dues paying members, present in person and by absentee ballot is needed to adopt the amendment.

ARTICLE X Dissolution
Section 1. Decision.
Dissolution shall be decided by a two-thirds majority vote of all dues-paying members.
Section 2. Disbursement of assets.
In the event of dissolution, all assets of SMSG shall be disbursed as decided by a two-thirds majority of dues-paying members at the time of dissolution.

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