Los Angeles Parrot Head By-Laws

Index

ARTICLE I: MISSION

Section A – Purpose

The specific purpose for which the Los Angeles Parrot Head Club (LAPHC) was organized is to provide a variety of social activities for people who are interested in the music of Jimmy Buffett and the tropical lifestyle he personifies and to improve the general welfare of the community. LAPHC is committed to “Partying with a Purpose” and our purpose is to live while we are alive and leave this place a little better than the way we found it. LAPHC makes that difference in the community by charity contributions and volunteering hours for our charities’ benefit.

Section B – Charitable Purpose

This LAPHC is a social club and is operated exclusively for pleasure recreation and similar non-profitable purposes within the meaning of Section 501 (c) (7) of the Internal Revenue Code. The LAPHC was incorporated on September 29, 2008 by the State of California as the Los Angeles Parrot Head Club and its corporation number is 3132975. The Federal Employee Identification Number is 37-1572142.

Membership And Dues

ARTICLE II: MEMBERSHIP AND DUES

Section A – Eligibility

Membership is available to any individual who has an interest in Jimmy Buffett’s music, writings and lifestyle and who has expressed a desire to participate in charitable and environmental projects within their community.

Section B – Membership Requirements

In order to be considered a member in good standing of the LAPHC and eligible for the benefits thereof, members shall meet all of the following qualification:

1. 1. 1. The member must have a commitment to the Purpose of the LAPHC as set forth in Article I of these By-Laws.
      2. The member shall pay membership dues shall be paid in accordance with Article II, Section D of these By-Laws.

Section C – Membership Dues

Dues amounts are set by the Board and are paid on an annual basis for the calendar year, January 1 to December 31. Members who join after October 1 of the preceding year will be considered paid for the following year. Failure to renew a membership will result in the member being dropped from the membership role.

Section D – Origins and Founders

The LAPHC was established on October 22, 1996 in accordance with the charter national Parrot Heads in Paradise, Inc. (PHIP). The LAPHC was created by individuals who wanted to form a social club for persons and perform environmental projects within their community.
The following eleven (11) Founding Members are individuals who were instrumental in the creation of the LAPHC:

Connie Andrews
Scott Andrews
Butch Kuflack
Mary Hamilton
Mike McLain
Bev McLain
Dan McLain
Judie Rich
Alan Rich
Cali Rich
Kelly Snyder

• • • No other LAPHC member may become a Founder. No Founder may be removed from the LAPHC unless it has been deemed necessary by the remaining Founders.
    • To be considered “Active”, Founders must: 1) pay annual membership dues; 2) attend the annual Board change over meeting (unless excused by current President); 3) attend and participate in at least two LAPHC phlockings a year and one charity fund raiser event a year.
    • Active Founders are automatically eligible to purchase one (1) LAPHC Ticket for a Jimmy Buffett concert.
    • Founders, whether Inactive or Active, are welcome at Officer Board Meetings.

Officers

ARTICLE III: OFFICERS

Section A – Officers

The elected officers of the LAPHC are the President, Vice President, Treasurer, Secretary, Director of Membership, Director of Communications and Director of Events and a Director of Charities.

Section B Qualifications of Officers

In order to run for election as an Officer as defined above, the member must meet the following qualifications:

1. 1. 1. The member shall possesses general experience and resources necessary for the position.
      2. The member shall display enthusiasm for the growth and development of LAPHC, including but not limited to the promoting the club and the decisions of the Board
      3. Be committed to being present at scheduled Board meetings and phlockings unless excused by the President
      4. The member shall member in good standing of LAPHC for 6 months from the time of assuming office for all offices, with the exception of President and Vice President which require being a member in good standing for one year and service as an officer or committee chairperson for 6 months prior to assuming office.

Section C – Terms of Service of Officers

Term of service is two years. The President, Secretary, Director of Membership and the Director of Events shall commence on January 1 of even numbered years and end two years later on December 31. The term of the Vice President, Treasurer and Director of Communications, Director of Charities and Member at large shall commence on January 1 of odd numbered years and end two years later on December 31.

Section D – Term Limits

Term Limits: Officers may be re-elected an unlimited number of times.

Section E – Duties of Officers

1. 1. 1. The President: This is a non-voting position but is empowered as a tie breaker vote when needed. Duties include but are not limited to the following:
         • Leads and coordinates LAPHC operations, delegates duties and management of LAPHC operations
         • Receives report status and progress from LAPHC Officers pertaining to LAPHC affairs.
         • Serves as liaison with PHIP by reporting LAPHC actions and activities as required by PHIP.
         • Acts as primary PHIP email and postal contact, distributes info to appropriate Officers/Chairpersons.
         • Ensures observance of LAPHC and PHIP guidelines and By-Laws.
         • Initiates and maintains communication with other Parrot Head Clubs
         • Coordinates and manages duties of Officers and Chairpersons.
         • Leads Board Meetings and ensures that all Meetings are held on time and begin with a basic overview of LAPHC business.
      2. Vice President: This is a voting position. Duties include but are not limited to the following:
         • To assume the President’s office should the President be unable to complete his/her term.
         • Presides at LAPHC or Board Meetings if the President is unable to attend.
         • Provides support and coordination for Committees.
         • Audits the Treasurer’s books annually at the beginning of the calendar year.
         • May perform additional duties in all areas of LAPHC activities as requested by the President.
      3. Secretary: This is a voting position. Duties include but are not limited to the following:
         • Archives LAPHC documentation and literature including correspondence between LAPHC Officers.
         • Records Minutes at each Board Meeting and makes them available for Board review prior to the next meeting.
         • Ensures LAPHC Guidelines and documents are available for inspection at all LAPHC and Board Meetings.
      4. Treasurer: This is a voting position. Duties include but are not limited to the following:
         • Acts as financial Officer of LAPHC.
         • Maintains a LAPHC checking account bearing the name of Los Angeles Parrot Head LAPHC.
         • Collects and deposits LAPHC Funds from Events.
         • Preparation of monthly or as-needed financial status reports for presentation at Board Meeting. Report to include Income/Expense Statement, Balance Sheet and Cash Disbursement Journals.
         • Makes reimbursements of approved expenses in a timely manner.
      5. Director of Membership: This is a voting position. Duties include but are not limited to the following:
         • Organizes and maintains Member information as supplied on LAPHC application forms as well as updates provided throughout the year.
         • Devises and implements plans to recruit new members.
         • Meets and greets new members at all LAPHC events and phlockings.
         • Maintains contact with LAPHC members to ensure all e-mail addresses, home addresses and pertinent member information is current and forwards changes to Director designated to maintain the LAPHC roster and e-mail list.
         • Coordinates the design and printing of new member application and membership renewal forms, and other items as requested by the Board.
      6. Director of Communications: This is a voting position. Duties include but are not limited to the following:
         • Periodically prepares and electronically disseminates LAPHC information to LAPHC members on LAPHC activities.
         • Responsible for production of LAPHC literature. Develops and/or maintains uniform theme in presentation of the LAPHC to the public. :
         • Coordinates with President and appropriate Directors to create press releases and communications with the media for LAPHC advertisements to ensure quality and LAPHC and PHIP Guidelines are not violated.
         • Oversees the LAPHC website and internet presence on social media.
         • Coordinates with Editor of LAPHC Newsletter Editor/committee and the LAPHC Historian for photographs, artwork and related documentation for LAPHC newsletter and website.
      7. Director of Events: This is a voting position. Duties include but are not limited to the following:
         • • Coordinates special events, promotions and phlockings.
           • Appoints members to assist with phlockings and special events
           • Tracks “points” and reports Committee member points to Membership Director.
           • Works with the President on the coordination of multi-PHC or PHIP events.
      8. Director of Charities: This is a voting position.  Duties include but are not limited to the following:
         • Researches current and potential charities and makes recommendations to the Board of Directors.LAPHC
         • Maintains correspondence with charities and potential charities.
         • Organizes and directs charitable activities.

Section F – Election of Officers

1. 1. 1. Election Officer – In September of each calendar year, the Board will appoint an Election Officer from the membership role for the annual election process. The duties of the Election Officer include but are not limited to the following:
         • Oversees the election process and make necessary communications.
         • Seeks and obtains nomination for the offices to be elected.
         • Verifies that each nominated person is a member in good standing and meets the requirement of the office.
         • Notify each newly nominated member and determine if he/she is willing and able to run for the office position
         • Prepares the ballot for Board approval and may electronically mail it to members after approval. The ballot shall be a listing of each nominee in alphabetical order by position.
         • Receives and preserves the ballots from members, tallies the vote and keeps the ballots available until thirty (30) days after the election in case needed for a re-count or to resolve any contest of the ballot process.
         • Informs the President of the progress of the election process.
         • Reports the results of the election to the President and Board at the end of the voting period.
      2. Election Process – The Election Officer shall close the nomination period on October 31 of each calendar year.  In the event there are positions not contested, the ballot process shall be deemed unnecessary for those positions. After the Board is advised and approves the election process, the Elections Officer will notify the general membership of the results of the uncontested election.  If there are contested elections, the election process shall continue as follows:
         • The election process shall be conducted by electronic ballot for distribution to a list of eligible LAPHC members derived from the official Membership Roster.
         • Each LAPHC member may vote for one person for each Board position.
         • Returned election forms shall be identified with the LAPHC member’s name and the nominee’s name and returned to the Election Officer either in person, by mail or electronic communication..
         • On November 30 of each year, the election process will end and all ballots must be in the hands of the Election Officer at that time.
         • The Election Officer will tally the ballots and notify the Board of the election results. The tally will be announced in a timely manner and communicated to all LAPHC members.

Section G – Removal of an Officer

An Officer may be removed from office by a vote of two-thirds (2/3) of the Board. The Officer who is subject to removal does not have a vote. Reasons to remove an Officer include but are not limited to failure to fulfill job duties, failure to participate in Board meetings, or failure to support the LAPHC.

Committees

ARTICLE IV: COMMITTEES

The Board of Directors shall have the option to create specific committees for the purpose of promoting the purpose of the LAPHC Chairpersons or other members of the committee shall not be voting members of the Board of Directors.

Meetings

ARTICLE V: MEETINGS

Section A – Monthly Meetings

1. 1. 1. The Board of Directors shall meet on a quarterly basis to conduct club business.
      2. Said meeting will be at a time and place determined by the President.
      3. All members in good standing shall have the right to attend the meeting and participate in club business.
      4. A quorum of 5 members of the Board of Directors shall be necessary in order to conduct official LAPHC business.
      5. The Board of Directors reserves the right to meet in executive secession, either in person or electronically, when deemed necessary for the ongoing good of the club.

Section B – Annual Membership Meeting

1. 1. 1. At the Boards discretion, an annual membership meeting will be held to discuss planning of events and such other matters as the Board deems necessary.
      2. The Annual Membership meeting will be held during the regular monthly phlocking.

Concert Ticket Policy

ARTICLE VI: LAPHC CONCERT TICKET POLICY

Ticket Policy is set by Parrot Heads in Paradise, Inc. and any conflict between this section and PHIP policy, the PHIP policy prevails.

There is no guarantee that Jimmy Buffett will perform a concert in Southern California. Should there be a concert, there is no guarantee the LAPHC or any other PHIP affiliated LAPHC will be offered the privilege of obtaining LAPHC Group Seating Tickets for the concert(s).

The LAPHC Board will, at the beginning of the calendar year, establish and publish the point system to be used for the calendar year.  The board will be the sole implementer of the point system and records of the member points will be maintained by the Director of Membership

The Ticket Point System is to be established to ensure fairness to all Members.

Use of Name and Graphics

ARTICLE VII: USE OF NAME GRAPHICS ETC.

The LAPHC name, existing logo or any future logo shall not be used without express permission of the LAPHC Board of Directors.  The name and logo shall remain the sole property of the LAPHC.

Indemnification

ARTICLE VIII: INDEMNIFICATION

LAPHC will indemnify and hold harmless any Board Member or Officer or person acting on their behalf from all expenses, liabilities or other matter that may arise as a result of the discharge of their duties.  The extent of this indemnification shall be limited to the assets of the club and in no event shall anyone be personal or individually liable as a result of such actions.

Amending Bylaws

ARTICLE IX: AMENDING BYLAWS

The Board of Directors may amend these Bylaws by majority vote at any regular or special meeting. Written notice setting forth the proposed amendment or summary of the changes to be effected thereby shall be given to each director within the time and the manner provided for the giving of notice of meetings of directors.

End of By-Laws