ASSOCIATION
BY-LAWS*
*Note: This document is an example of working by-laws for a Pacific Island Association.
All references to the actual name and geographic location of this Association
have been replaced by text in italics.
ARTICLE I - CORPORATE IDENTIFICATION
SECTION 1.1 Corporate Name. The name of the Non-Profit Corporation is (name), (hereinafter referred to both as the "Corporation" and the "Association").
SECTION 1.2 Corporate Character. The Corporation shall be a Non-Profit Corporation. The Corporation shall not authorize or issue shares of stock and no dividends shall be paid. No part of the income or profit of the Corporation shall be distributed to its Members, if any, Directors, Officers or any private individual, but shall be used to promote the purposes of the Corporation. The mission of the Association is to strive to be an active corporate citizen in the community and work with others to improve the overall quality of life in (country). Its primary purposes are to: 1) promote the highest standards of service and product quality in hotels and restaurants in (country); 2) advocate just legislation and governmental regulations governing the conduct of business; 3) improve business-community relations through positive interactions with (country's) citizenry; and 4) publicize the value and benefits of the island's visitor industry to the (country's) economy.
SECTION 1.3 Principal Office. The mailing address of the Corporation shall be at (address), or at such other location within or without the (country) as the Board of Directors shall determine. The Corporation may have such other offices, either within or without the (country) as the Board of Directors may designate or as the business of the Corporation may require from time to time.
SECTION 1.4 Corporate Seal. The Corporation may have a corporate seal (and one or more duplicates thereof) of such form and device as the Board of Directors shall determine from time to time.
SECTION 1.5 Fiscal Year. The fiscal year of the Corporation shall be the calendar year or some other fiscal year as fixed by resolution of the Board of Directors.
SECTION 1.6 Books and Records. The Corporation shall keep correct and complete books and records of account, shall keep minutes of the proceedings of its Members (if any), Board of Directors and any committee having any of the authority of the Board of Directors, and shall keep a record of the names and addresses of its Members (if any) entitled to vote. All books and records of the Corporation may be inspected by any Member or Member's agent or attorney for any proper purpose at any reasonable time.
BACK TO TOP
SECTION 2. l Active Members. Voting members of the Association shall be admitted to one of the following classes:
SECTION 2.2 Associate Members. Non-voting members of the Association shall be admitted to one of the following classes:
SECTION 2.3 Meetings. Meetings of Members may be held at such place within or without the (country) as may be fixed from time to time by the Board of Directors. If no other place is stated or so fixed, meetings shall be held at the registered office of the Corporation.
SECTION 2.4 Admission of Members. Any hotel, restaurant, company or person desiring to become a member of the Association shall present to the President a signed written application. Such application shall be in such form as the Board of Directors may prescribe. Upon receiving an application, the President shall promptly investigate the eligibility of the applicant to become a member and report the findings to the Board of Directors for consideration. The majority vote of the Board of Directors shall be required to admit an applicant to membership in the Association.
SECTION 2.5 Termination of Membership. Any member may terminate its/his membership by notifying the President in writing of the effective date of termination.
Membership of any member which/who fails to pay the assessed dues when due shall automatically terminate at the end of a thirty (30) day grace period, provided the member was given written notice delivered in person, by facsimile or by (country) mail ten (10) days prior to the effective termination date.
Any member whose membership is terminated for any reason must reapply for membership.
SECTION 2.6 Expulsion and Suspension. Any member may be either expelled or suspended for just cause. Just cause is defined as any infraction of the Articles of Incorporation, these Bylaws, or the laws of (country). Suspension shall be for a period of no more than sixty (60) days.
Proceedings under this section shall be initiated by resolution of the Board of Directors. The member is entitled to receive a written statement of charges and an opportunity for making a defense statement in a scheduled hearing before the Board of Directors. The unanimous vote of the Directors shall be required for expulsion from membership. The majority vote of the Directors shall be required for a suspension of membership. Voting by proxy shall not be permitted in such matters.
BACK TO TOP
SECTION 3.1 Number; Qualifications; Election. The Corporation shall have nine (9) directors collectively known as the Board of Directors. Of the total nine (9) persons who constitute the Board of Directors, five (5) Directors shall be hoteliers, two (2) Directors shall be restaurateurs, and two (2) Directors shall be from an allied industry. Subject to the limitations contained in the Articles of Incorporation, of the Bylaws and of the laws of (country), the Board of Directors shall exercise the powers of the corporation, control its property, and conduct its affairs. It shall appoint and remove, employ and discharge, supervise and evaluate, and prescribe the duties and fix the compensation of all officers,
agents and employees of the Association.
Each Director shall serve a two-year term and shall hold office until a successor is elected and inducted into office (unless expelled from office for abandonment of duty or unless the Director vacates the office or resigns). Any Director who misses more than five (5) meetings of the Directors and/or the members in any given year shall be considered as having vacated the office.
Directors shall be elected by majority vote of the members in December of each year at a General Membership Meeting and the two year term of office of those Directors so elected shall commence on the following January 1st. Directors shall be elected for staggered terms, with five (5) Directors being elected in December of odd numbered years and four (4) Directors being elected in December of even numbered years. Provided that for the election of Directors which shall be held in December of 1999 to elect Directors whose terms commence in 2000, the then-incumbent Board of Directors shall have the authority to adopt by resolution, prior to the election, a transition procedure pursuant to which of the nine (9) Directors to be elected, four (4) shall be elected shall be elected for only one (1) year terms such that four (4) vacancies shall occur for the year 2001 to be filled at the election to be held in December 2000.
Directors shall not be personally liable for the debts, liabilities, or other obligations of the Association.
If this Corporation has no Members or its Members have no right to vote, then the Board of Directors shall have the sole voting power.
SECTION 3.2 Resignation and Removal of Directors. A Director may resign at any time by delivering written notice to the Board of Directors, its Chairman (if any), or to the Corporation. A resignation is effective when the notice is delivered unless the notice specifies a later effective date.
Any Director or the entire Board of Directors may be removed from office with or without cause at a meeting of Members (if any), called for the purpose, by the affirmative vote of a majority of all of the Members (if any) of the Corporation.
SECTION 3.3 Duties of Directors. The Board of Directors may appoint from among its members the following positions:
SECTION 3.4 Registration; Meetings; Notice.
SECTION 3.5 Action by Directors Without a Meeting. Any action required or permitted to be taken at any meeting of the Directors may be taken without a meeting if all of the Directors or of a committee of the Directors or all of the members of the committee, as the case may be, sign a written consent setting forth the action taken or to be taken at any time before or after the intended effective date of the action. The consent shall be filed with the minutes of the Directors' meetings or committee meetings, as the case may be, and shall have the same effect as a unanimous vote.
SECTION 3.6 Conference Telephone Call. Any meeting, regular, annual or special, may be held by conference telephone or similar communication equipment, by means of which all person participating in the meeting can hear each other at the same time and participation by such means shall constitute presence in person at a meeting.
SECTION 3.7 Quorum and Voting. A majority of the members of the Board of Directors shall constitute a quorum for the transaction of any business. Any act or business must receive the approval of a majority of such quorum. The act of the majority of the Directors present at a meeting at which a quorum is present shall be the act of the Board of Directors. A quorum, once established, shall not be broken by the absence or withdrawal of one or more Directors before the meeting is adjourned. In the absence of a quorum, the Chairman (if any), or a majority of the Directors present, may adjourn the meeting from time to time without further notice until a quorum shall be had.
A Director of a Corporation who is present at a meeting of its Board of Directors at which action on any corporate matter is taken shall be presumed to have assented to the action taken, unless the Director's dissent shall be entered in the minutes of the meeting or unless the Director shall file the Director's written dissent to the action with the Secretary of the meeting before the adjournment thereof or shall forward such dissent by registered mail to the Secretary of the Corporation immediately after the adjournment of the meeting. The right to dissent shall not apply to a Director who voted in favor of the action.
SECTION 3.8 Vacancies. Any vacancy occurring the Board of Directors may be filled by the affirmative vote of a majority of the remaining Directors, though less than a quorum of the Board of Directors, or by a sole remaining director. A Director elected to fill a vacancy shall be elected for the unexpired term of the Director's predecessor in office. Any directorship to be filled by reason of an increase in the number of Directors may be filled by the Board of Directors for a term of office continuing only until the next election of Directors by the Members (if any).
SECTION 3.9 Compensation. The Board of Directors and the individual directors shall serve without compensation, but may be reimbursed for expenses incurred in the exercise of duties.
SECTION 3.10 Executive and Other Committees. The Board of Directors, by resolution adopted by a majority of the full Board of Directors, may designate its members to constitute an Executive Committee and one or more other committees, each of which, to the extent provided in the resolution, shall have and may exercise all the authority of the Board of Directors in the management of routine business affairs, except that no such committee shall have the authority of the Board of Directors in reference to:
SECTION 4.1 Appointment: Term: Removal. The Officers of the Corporation shall consist of a President, one or more Vice Presidents, a Secretary, a Treasurer, and such other Officers, with such duties as the Board of Directors shall from time to time determine. All Officers shall be elected or appointed by the Board of Directors to serve until their respective successors have been elected. One person may hold more than one office as long as there are at least two (2) person as Officers of the Corporation. Any Officer shall be subject to removal at any time, with or without cause, by the affirmative vote of the majority of the whole Board, but such removal shall be without prejudice to the contract rights, if any, of the person so removed. Election or appointment of an Officer shall not of itself create contract rights. The Board of Directors may appoint acting or temporary Officers, may appoint Officers to fill vacancies occurring for any reason whatsoever, and may, from time to time, limit or enlarge the duties and powers of any Officer appointed by it.
SECTION 4.2 Compensation. The Board of Directors shall have authority to fix the compensation, if any, of the Officers.
SECTION 4.3 The President. The President shall be the Chief Executive Officer the Corporation. He shall preside at all meetings of the Members (if any) and in the absence of the Chairman and the First Vice Chairman of the Board of Directors, or if neither has been appointed, the President shall preside at all meetings of the Board of Directors. He may call special meetings of Members (if any) at his discretion and may call annual meetings of Members (if any), as provided by these Bylaws. Subject to the directions and control of the Board of Directors, the President shall:
He shall at all times keep the Board of Directors fully advised as to all of the Corporation's business, and shall also be an ex-officio member (without vote) of all standing committees.
SECTION 4.4 The Vice President or Vice Presidents. The Vice President or Vice Presidents shall, in such order as the Board of Directors shall determine, perform all of the duties and exercise all of the powers of the President provided by these Bylaws or otherwise during the absence or disability of the President or whenever the office of President shall be vacant, and shall perform all other duties assigned to him or them by the Board of Directors or the President. The Board of Directors may designate one of the Vice Presidents as Executive Vice President and the Vice President so designated shall be first in order to perform the duties and exercise the power of the President in the absence of that Officer.
SECTION 4.5 The Executive Secretary. The Executive Secretary shall attend all meetings of the Members (if any), the Board of Directors and, if created, the Executive Committee, and shall record the proceedings thereof in the Minute Book or Books of the Corporation. He shall give notice, in conformity with these Bylaws, of meetings of Members (if any) and where required, of the Board of Directors. In the absence of the Chairman of the Board of Directors and of the President and the Vice President, or Vice Presidents if more than one, he shall have power to call such meetings and shall preside thereat until a President pro tempore shall be chosen. He shall be responsible for the keeping of the minute books of the Corporation. The Secretary shall perform all other duties incident to his office or which may be assigned to him by the Board of Directors or the President. The Executive Secretary and that position of the Board of Directors denominated as Secretary may be filled by the same person, or, in the case where they are filled by different persons, the Executive Secretary shall be subordinate to the Secretary of the Board of Directors.
SECTION 4.6 The Executive Treasurer. The Executive Treasurer shall have custody of all of the funds, notes, bonds and other evidences of property of the Corporation. He shall deposit or cause to be deposited in the name of the Corporation all monies or other valuable effects in such banks, trust companies or other depositories as shall from time to time be designated by the Board of Directors. He shall make such disbursements as the regular course of the business of the Corporation may require or the Board of Directors may order. He shall perform all other duties incident to his office or which may be assigned to him by the President or the Board of Directors. The Executive Treasurer and that position of the Board of Directors denominated as Treasurer may be filled by the same person, or, in the case where they are filled by different persons, the Executive Treasurer shall be subordinate to the Treasurer of the Board of Directors.
SECTION 4.7 Absence of Officers. In the absence or disability of the President and Vice President, or Vice Presidents if more than one, the duties of the President, other than the calling of meetings of the Members (if any) and of the Board of Directors, shall be performed by such persons as may be designated for such purpose by the Board of Directors. In the absence or disability of the Secretary, or of the Treasurer, the duties of the Secretary or of the Treasurer, as the case may be, shall be performed by such person or persons as may be designated for such purpose by the Board of Directors.
SECTION 4.8 Auditor. An Auditor may be employed annually by the Board of Directors, who shall not be an Officer, Director or Member of the Corporation and who shall be an independent certified public accountant or accounting firm. The Auditor may be a person, partnership or, if permitted by law, a Corporation. An Auditor, if employed, shall audit the books and accounts of the Corporation and shall certify his findings and report thereon, in writing, to the Members (if any) and the Board of Directors, and shall make such other audits and reports as the Board of Directors shall determine from time to time.
SECTION 5.1 Proper Officers. Except as hereinafter provided or as required by law, all checks, drafts, notes, bonds, acceptances, deeds, leases, contracts, bills of exchange, orders for the payment of money, licenses, endorsements, powers of attorney, proxies, waivers, consents, returns, reports, applications, notices, mortgages and other instruments or writings of any nature, which require execution on behalf of the Corporation shall be signed by the Chairman of the Board of Directors. The Board of Directors may from time to time authorize any such documents, instruments or writings to be signed by such Officers, agents or employees of the Corporation, or any one of them, in such manner as the Board of Directors may determine.
SECTION 5.2 Facsimile Signatures. The Board of Directors may, from time to time, by resolution provide for the execution of any corporate instrument or document, including, but not limited to, checks, warrants, drafts and other orders for the payment of money, by a mechanical device or machine or by the use of facsimile signatures under such terms and conditions as shall be set forth in any such resolution.
Section 6.1. Hotelier Members. The annual dues for hotelier members shall be based on the number of rooms proffered for sale within the (country).
Section 6.2. Restaurateurs Members. The annual dues for restaurateurs members shall be based on the number of seats in said restaurants on (country).
Section 6.3. Allied Members. Annual dues for allied members shall be a flat fee.
Section 7.1 Effective Date. These Bylaws shall become effective immediately on their adoption.
Section 7.2 Amendment. The Bylaws, and every part thereof, may, from time to time and at any time, be amended, altered, repealed, and new Bylaws may be adopted by the vote of a majority of the Members of the Corporation, or by the written consent of such Members; or by a majority vote of the Directors present at any meeting of the Board of Directors at which a quorum is present, or by the written consent of such Directors; provided, however, that the Board of Directors may not adopt a Bylaw or amendment thereof changing the authorized number of Directors.
BACK TO TOP
The word "person" or any pronoun used in place thereof, where the context so requires or admits, shall include and mean individuals, firms, corporations, partnerships and associations. The singular shall include and mean the plural, or vice versa. Masculine, feminine and neuter genders shall include or interchange each of the other genders as the context shall imply.