Chief Pontiac Programs

Chief Pontiac Programs Committee By Laws

ARTICLE I: NAME AND PURPOSE

Section 1.1: Name

The organization shall be known as the Chief Pontiac Programs Committee (CPPC).

Section 1.2: Purpose

The particular business and purpose of CPPC shall be as follows:

  1. Chief Pontiac Programs is an educational organization, providing leadership and personal skills development through outdoor adventure education, and historical "hands on learning" for youth and adults.

ARTICLE II: GOVERNING BODY

Section 2.1: Governing Body

The governing body of CPPC shall be known as the Core Committee.

Section 2.2: How the Core Committee Votes on Business Transactions

To vote: a quorum of Core Committee members must be present (a quorum is a 2/3 majority of the currently elected Core Committee membership). Then the decision of the majority of the Core Committee members is required for the vote to be effective.

Section 2.3: Parliamentary Authority

Parliamentary authority for all meetings shall be Roberts Rules of Order as amended.

Section 2.4: Meetings of the Core Committee

The Core Committee shall hold such meetings as required by action of the Chairman, in order to perform its duties. Such meetings shall normally be open to the general membership. In cases where sensitive matters must be discussed the meeting may go into closed session upon simple majority approval of the core committee. All members of the Core Committee must receive notice of all meetings at least three days in advance.

Core Committee shall hold regular business meetings for the purpose of hearing committee reports and conducting business of CPPC. The core committee meetings will normally be held on the Third Monday of each month or on a date determined by the Core Committee.

Article III: Core Committee

Section 3.1: Core Committee Members

The Core Committee shall be composed of all elected officers, all standing committee chairpersons. The immediate past Chairman serves in an advisory capacity for a period of one year after end of term.

Section 3.2 Duties

It shall be the duties of the Core Committee to perform such tasks as:

  1. To establish the agenda and program for all meetings of CPPC
  2. To regulate and govern the affairs of CPPC

Section 3.3: Officers

The Officers of CPPC shall consist of Chairman, Co Chairman, secretary, and treasurer.

Section 3.4: Election and Term of Office

The election of officers and committee chairpersons shall be held during the September General Membership meeting of CPPC. Elections shall be by written ballot. The officers and chairpersons shall be elected for a term of one year or until their successors are named. Term of office shall begin at the January Core Committee meeting following the election.

Section 3.5: Vacancies

A vacancy in the position of any office or chair shall be filled by action of the remaining members of the Core Committee.

Section 3.6: Officer Duties

  1. Chairman: It shall be the duty of the Chairman to preside at General Membership and Core Committee meetings and to perform such other duties as ordinarily pertain to his/her office and such others as stated in the Bylaws.
  2. Co Chairman: It shall be the duty of the Co-Chairman to preside at General Membership and Core Committee meetings in the absence of the Chairman and to perform such other duties as ordinarily pertain to the office.
  3. Secretary: It shall be the duty of the secretary to inform membership of General Membership and Core Committee meetings, record the minutes of Core Committee meetings, make required reports, carry on necessary correspondence,maintain accurate and updated membership records, to maintain and update mailing lists and mailing labels, and perform such other duties as usually pertain to the office.
  4. Treasurer: It shall be the duty of the treasurer to:
    • Provide a written report to the core committee at regular meetings, showing current month's income and expenditures, amount of funds held outside of the regular bank such as cash boxes or custodial account funds. Such report shall be as accurate as possible. If any fund held externally can not be accounted for, the Treasurer shall report this to the core committee. The core committee shall determine what course of action, if any, must be taken.
    • To perform such other duties as pertinent to the office including filing of any forms pertaining to non profit status; and serve as chairperson of the Budget and Finance Committee. Upon retirement from office the treasurer shall turn over to the successor or to the Chairman, all funds, books of accounts or any CPPC property in his/her possession.

Section 3.7 Sub-Committee Chairpersons:

It shall be the duty of the sub-committee chairpersons to ensure the transaction of sub-committee business as directed by the Core Committee, to render sub-committee reports of all transactions at all regular Core Committee and General Membership meetings; and to perform such other duties as pertain to the office.

Article IV: Sub-COMMITTEES

Section 4.1: Standing Committees

The sub-committees of the CPPC are where the purposes of the CPPC comes to fruition. All members of the CPPC shall be members of one or more sub-committees, of their choosing. Service hours, required to be a member in good standing, are earned in the sub-committees. Serving on the Core Committee is considered a service to the organization and does not in and of itself constitute program service hours.

The sub-committees will determine how to count service hours within their program area.

  • Credential Hike Program Committee
  • *Bylaws Committee
  • Patch Program Committee
  • Living History Committee
  • Budget and Finance Committee
  • Operations and Communications Committee
 

*Note: A temporary committee with no voting power.

Section 4.2: Additional Committees

The Core Committee may establish such other committees or offices as it deems necessary.

Section 4.3: Sub-committee Membership

The Chairman and Co Chairman shall be ex officio members of all committees, and, as such, shall have all the privileges of membership thereon.

Section 4.4: Duties

Each sub-committee (consisting of one or more persons) shall transact such business as is delegated to it by the Bylaws and such additional business as may be referred to it by the Chairman or Core Committee. Sub-committee chairpersons shall be elected by the sub-committee members and shall report to the Core Committee.

  1. Credential Hike Program Committee: To operate, promote and maintain the Chief Pontiac Trail Credential Hike Program
  2. Bylaws Committee: To review periodically the Bylaws to determine what, if any, changes should be made to meet the changes in time.
  3. Patch Program Committee: To operate, promote and maintain the Lil' Brave and other patch programs designed by the CPPC. Maintian the patch and award inventory for all programs.
  4. Living History Committee: To create operate and maintain educational programs focusing on historic skills and themes.
  5. Budget and Finance Committee: To plan the financial budget of CPPC, to determine what funds are necessary to carry out the activities of CPPC, and to plan for necessary fund raising.
  6. Operations and Communications Committee: To promote CPPC activities, and to organize and publish other materials as deemed necessary for the good of CPPC. To provide new members with information and appropriate materials pertaining to CPPC. Be responsible for the creation and maintenance of the CPPC website; ensuring that the website contains current information with regards to upcoming classes and activities. Ensure that all advertisements are in compliance with all CPPC contracts and agreements. Ensure that all advertisements are sensitive to the needs and requirements of the organizations that the CPPC supports. Communicate with technology subcontractors and make recommendations to the Core Committee regarding use of new technology.

ARTICLE V: ASSOCIATION

Section 5.1: Qualification for Membership

CPPC is committed to equal treatment and opportunities without regard to race, color, religion, age, gender, sexual orientation, marital status, veteran status, national origin, ancestry, medical status or disability.

Section 5.2: Membership Designations

Memberships in CPPC shall be designated by the following classifications:

  1. Individual Memberships: The individual membership will consist of a person who is 18 years or older, and his/her children or dependents under 18 years of age (Minor members do not vote). This membership must be renewed annually.

The amount of the dues will be reviewed on an annual basis and revised as necessary by the Core Committee.

In addition to monetary dues, there is a requirement of service hours to be considerd a member in good standing. The number of hours, like the monetary values will be reviewed and revised as necessary, on an annual basis, by the core committee. What qualifies as service hours will be determined by the individual sub-committees. Core committee members will not be absolved of the requirement for service hours.

Section 5.3: Admittance to Membership

Any person, as stated in Section 5.1 and qualifying shall complete a membership application, and submit it with their dues to the Secretary for checking on membership applicability. The report of this application shall be given to the Core Committee as soon as possible. Final disposition regarding the acceptance or rejection of each application rests with the Core Committee and the prospective member will receive notification of the disposition of such application as soon as practical. If rejected, all dues shall be returned.

Section 5.4: Cancellation of Membership

Any member may withdraw from membership by notifying the core committee.

Section 5.4.1: Termination of Membership

The Core Committee may terminate the membership of any member participating in socially unacceptable or criminal behavior.

Section 5.5: Transfer of Membership

Membership in CPPC shall not be transferable.

Section 5.6 Change of Membership

N/A

Section 5.7: Membership Year

The membership year shall begin on January 1 and end on December 31 of the same year. All memberships shall remain valid from the date of acceptance until December 31 of that calendar year. For new members joining CPPC in the months of January through September and wishing to obtain an annual membership, the membership amount will be the full annual amount and will expire on December 31 of that same year. For new members joining CPPC in the months of October through December and wishing to obtain an annual membership, the membership amount will be the full annual dues and will expire on December 31, of the following year.

Section 5.8: Rights and Voting

Each member in good standing of CPPC, unless specifically stated otherwise, shall be equally privileged with all other members. Members shall have the right to vote for Core Committee Officers. The election of officers shall be transacted by ballot vote. In the election of officers, tellers shall be appointed by the presiding officer to distribute, collect and tally the ballots. Such ballots shall be destroyed after the results have been announced.

Section 5.9: Regular Meetings

The regular General Membership meetings of CPPC shall be held in June and September on a date determined by the Core Committee. The September General Membership meeting shall be the Annual Business Meeting at which Election of officers shall be held.

Section 5.10: Special Meetings

Special meetings of CPPC may be convened by a majority of the Core Committee.

Section 5.11: Notice of Meeting

Each member of CPPC shall be notified where and when each meeting will be held through the announcement by the secretary through the CPPC newsletter and or email. A minimum of five days notice shall be required to convene a special meeting of CPPC

Article VI: ASSETS AND FINANCE

Section 6.1 Acquisition

CPPC may acquire such assets as deemed necessary by the Core Committee to carry out the purpose of CPPC

Section 6.2: Handling of Funds

Section 6.2: Handling of Funds

The majority of CPPC funds shall be maintained in a commercial bank. It is preferred that bills be paid either by check signed by the treasurer and one of a number of other designated members of the Core Committee or by electronic check/payment. The CPPC may also have funds in custodial accounts designated by the Core Committee, held by other organizations. Petty cash may be issued and utilized by designated members with approval of the Core Committee. Members holding these funds shall make accounting to the treasurer in a timely manner so that the balances can be included in the treasurers report.

At the discretion of the Core Committee, an independent financial audit shall be conducted as a necessary “due diligence” when a change in the office of Treasurer occurs.

Section 6.3: The Fiscal Year

The fiscal year shall extend from January 1 to December 31.

Section 6.4: Disposition

Upon any method of dissolution of the Chief Pontiac Programs Committee Corporation any remaining assets following the completion of all creditors, will revert or convey to a similar 501c3 non profit corporation.

Article VII: AMENDMENTS AND RESOLUTIONS

Section 7.1: Amendments

These Bylaws may be changed or amended by a 3/4 vote of active members present at the annual business meeting of the membership.

Section 7.2: Notice of Proposed Changes

Written notice of the proposed Bylaws changes shall be sent to each active member at least 30 days prior to such meeting.

Section 7.3: Conflict

No amendment or addition to these bylaws can be made which is not in harmony with the original purpose of CPPC as stated.

Adopted 3 December 2013;

Revised: xxx xxxx;xxx xxxx;