The By-Laws of the Sharon Men's Club 

June 20, 2020

Revised April 22, 2o22

   ARTICLE I

 

                                                                                                               Name

The name of this organization shall be the Sharon Men’s Club and it will be referred to in these by-laws as the SMC.

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                                                                                                             ARTICLE II

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                                                                                                               Mission  

The purpose of the SMC is to promote an open and congenial environment for the exchange of ideas, activities, and social interactions which will be beneficial to our membership and offer help and support to its members.  As this is a social organization, the SMC shall refrain from endorsing political candidates or policies.

                                                                                                              ARTICLE III

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                                                                                                       Membership and Dues

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Section 1. Any male 60 years or older who is interested in the mission of the SMC shall be eligible for membership. All applicants for membership to the SMC must have a sponsor who is a current member of the SMC.  For former residents and non-residents of Sharon, membership is capped at 325.  Applicants for membership shall present an application on the SMC’s form accompanied by the payment stated in three below.     

 

Section 2.  Current residents of Sharon, MA are eligible for membership regardless of whether the SMC is at its membership limit of 325 members.  Former residents and non-residents of Sharon will be welcome at all meetings but cannot be accepted as members until the membership has dropped beneath 325 members.

 

Section 3.  The annual membership dues shall be payable for the fiscal year June 1 to May 31.  New members, in addition to their annual dues, shall be assessed an administrative fee.  The dues and administrative fees are established by the Executive Committee and ratified by a majority of the Members at a meeting provided a quorum is present. Members who have not paid their dues by May 31 will be dropped from membership without further notice. At his request, the member can be reinstated if, in addition to the annual dues, a $10.00 penalty shall be paid by June 30.

 

Section 4.  A member, upon attaining age 90 and a member in good standing for over 5 years, will no longer have to pay dues beginning the next fiscal year.    

                   

Section 5.  All members shall have a vote at the weekly business meetings for the election of officers and on any other matter properly presented to the membership.

 

Section 6.  Widows or significant others of deceased members shall be eligible to attend all SMC functions at a cost equal to that of a member.

 

Section 7.  All yearly dues and SMC club activities/outings shall be paid by check only.

 

Section 8: Code of Conduct and Ethics: The SMC Code of Ethics and Conduct outlines our expectations regarding the behavior of our members towards other members, guests, speakers, and hosts. Our club stands for the core values of honesty, mutual respect, and integrity. As such, we expect all club members to be directed by similar values in their judgment and behavior. Open communication and expression should be guided by the desire for a respectful, safe, and friendly meeting environment.

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Scope: This policy applies to all club members regardless of age, years of membership, or office(s) held.

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Legal Compliance: Members are expected to work to protect the Club and its legal interests by complying with all Local, State, and Federal environmental, safety, and privacy laws during meetings and while in attendance at Club-sponsored functions.

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Safety at Meetings and Club-Sponsored Functions: All members should respect their fellow members, club officers, and guests. Any discriminatory behavior or harassment will not be tolerated. Violations can result in the termination of membership.

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Professionalism: Members must show integrity, maturity, and professionalism in every aspect of conduct. Personal appearance should be tasteful and modest as well as showing the members’ commitment to projecting a positive image of the Club. Members are all expected to avoid any personal, financial, or other interests that may interfere with the functioning of the club.

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Care for the Physical Environment: Members should treat the Club’s, guest and host property and their physical environment with respect and care.

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Disciplinary Actions: Members who repeatedly or deliberately fail to follow our Code of Conduct will meet an appropriate disciplinary action which may include a reprimand, suspension, or termination of membership. The presiding officer may under an appropriate circumstance request that a disruptive member leaves the room. Following a clear verbal or written warning by the president or the presiding officer, members who persistently show inappropriate or indecorous behavior may be subject to a disciplinary hearing upon a vote by the majority of the EC to have a hearing.

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In the event of a disciplinary hearing, the Hearing will be held before a Disciplinary Committee headed by the Sharon Men’s Club Member at Large and two members not part of the EC selected by the Member at Large. At the Hearing, the complaining party and the party complained of shall each have one-half hour to present their case. Thereafter, the Disciplinary Committee will by majority vote, render its recommendation/decision to the parties and the EC. Upon the receipt of the decision, the EC by majority vote can uphold, modify, change, or enter its own ruling on the grievance matter. The decision of the EC on any grievance matter is final and non-appealable.

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​​                                                                                            ARTICLE IV

 

​                                                                                               Meetings

 

Section 1.  The meetings of the SMC shall be held every Tuesday unless there is an emergency, natural disaster, or other circumstance which prevents a regular Tuesday meeting. Meetings may be held in person or by any electronic means of communication deemed appropriate based on circumstances.

 

Section 2.  Sixty (60) members of the SMC in person and/or electronically shall constitute a quorum. The number of members that constitute a quorum is changed to 50 for the balance of 2021, after which it will revert to sixty. If conditions that hamper or restrict the resumption of in-person meetings still exists at the end of 2021, this lower quorum requirement may be extended to May 31, 2022, by way of a motion made, voted on and passed by a majority of members during a regularly scheduled meeting, provided that a 50-member quorum is present. No prior notice of this vote will be required. If the extension of reduced quorum is extended, it will revert to sixty after the extension expires.

 

Section 3.  The fiscal year shall begin on June 1 and end on May 31.

 

Section 4.  All matters of business which members may desire to bring before the SMC may be brought up for discussion at any regular meeting and may be voted on at the next regular meeting provided that a quorum of members is present.  See Article X for changes to by-laws.

 

  

                                                                                              ARTICLE V

 

                                                                                           Elected Officers

 

Section 1.  The elected officers of the SMC shall be President, Vice President, Secretary, Assistant Secretary, Treasurer and Assistant Treasurer.  These officers shall perform the duties prescribed in these by-laws and by the parliamentary authority, Robert’s Rules of Order Newly Revised, adopted by the SMC.  

 

Section 2.  The officers shall be nominated by the Nominating Committee and elected by plurality ballot (see Article IV - Section 2) at the first business meeting in May.  Nominations may also be made from the floor.  If there is a single nominee for office, the election shall be by voice vote. If it is a contested election, it shall be done by written secret ballot.  New officers will assume their duties on June 1and if appropriate, be installed at the SMC annual luncheon.   

    

Section 3.  All officers of the SMC shall be elected for a two-year term.

 

Section 4.  Vacancies occurring during the term shall be filled by the Vice President or Assistant officer for the position in question for the remainder of the term.  An election for a member to serve as the replacement for any officer shall take place within 30 days and will serve for the remainder of the term.

 

Section 5.  In the absence of the President, the Vice President shall preside at any meeting.  Any past President may conduct the regular weekly meeting if both President and Vice President are absent.

 

Section 6.  The President shall preside at all meetings of the SMC and Executive Committee (EC), sign all documentary papers in the name of the SMC.  The President shall also appoint all chairmen of the committees and the chairmen shall appoint the committee members as set forth in Article VII of these by-laws. 

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Section 7.  The President-elect and Vice President elect shall be ex-officio members of the EC without voting privileges. 

 

Section 8.  The Secretary shall record the minutes of all meetings and the EC meetings and submit the minutes to the membership and Executive committee at the next business meeting. 

 

Section 9.  The Treasurer shall be responsible for (a) properly recording all financial transactions (b) paying all bills and (c) reconciling bank statements for all accounts of the SMC. All checks shall require two signatures, the Treasurer’s or Assistant Treasurer and either the President or the Vice President. The Treasurer shall submit a financial report to the EC quarterly to be incorporated in the EC minutes. 

 

Section 10.  The immediate past President shall serve as a member of the EC and have voting rights. 

 

                                                                                         ARTICLE VI

 

                                                                                  Executive Committee (EC)

 

Section 1.  The members of the EC shall consist of the President, Vice President, Treasurer, Assistant Treasurer, Secretary, Assistant Secretary, and the immediate past President. The Parliamentarian and Member-at-Large shall attend EC meetings as non-voting members.

Section 2.  The members of the EC are expected to understand and support the mission and goals of the SMC.

Section 3.  The EC members are responsible for attending regular and special meetings.

 

Section 4.  The EC shall meet as necessary to discuss all issues that pertain to or affect the SMC. 

Section 5.  The general responsibilities of the EC shall include (a) serving as liaisons among the SMC’s leadership, its membership, and the community at large; (b) representing the diverse interests of the general membership; (c) assisting the SMC’s officers in the administration of the SMC and in volunteer identification and recruitment; (d) attending a majority of EC meetings; and (e) regularly attending SMC events.

Section 6.  The President and or his duly designated representative of the SMC shall preside at all EC meetings and shall have the right to call an emergency meeting at any time to discuss any emergency issue of the organization.

 

Section 7.  The minutes of the EC meetings shall be kept by the Secretary and reported to the membership of the SMC. 

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Section 8.  At the discretion of the President and/or presiding officer of the Executive Committee, meetings may be held in person or by any electronic means of communication. In the event that a member contests an electronic vote, he can request a meeting of the entire EC in person. 

  

                                                                                               ARTICLE VII

 

                                                                                 Appointed/Standing Committees

 

Section 1.  The President shall appoint a chairman to all Appointed/Standing Committees not otherwise prescribed and all special committees.  He shall periodically notify the SMC membership of vacancies and solicit volunteers.  Additional committee chairmen, standing or special, shall be appointed by the President as the EC shall from time to time deem expedient to carry on the work of the SMC.  It is the responsibility of the committee chairman to choose other members, and each committee should have a minimum of three people.  Each committee chair shall give a written report and transfer the committee records to their successors.   All appointed members under Article VII serve at the discretion of the President.

 

Section 2.  The President shall appoint the Parliamentarian to assist in rulings on points of order and answering parliamentary questions.  

 

The Parliamentarian shall conduct the installation of officers at the annual installation luncheon in June if held.  The Parliamentarian shall serve as a member without voting on the EC.  

 

Section 3.  The President shall appoint a Historian to compile a history of the current and past activities including, but not limited to, photographs and all official documents of the committees of the club. 

 

Section 4.  A Member at Large shall be appointed by the President to serve as non-voting member of the EC and to act as a liaison to the general membership for all issues as relates to the SMC.

 

Section 5.  The President shall appoint a Newsletter Editor to serve as editor of the Nexus. 

 

Section 6.  The President shall appoint a Website Administrator to maintain the SMC website.

 

Section 7. A Phone Squad shall be appointed to call members who are not on the email list when there are snow cancellations, dues, or other immediate concerns. 

 

Section 8.  Membership Committee: The President shall appoint the chairman of the Membership Committee.  The Membership Committee shall receive and encourage nominations for new members.  Once introduced the Chair will call for a vote on all new members.

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Section 9.  Activities Committee: A Committee shall prepare a program for social activities, day trips, and overnight trips.  

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Section 10.  Program Committee: Program Committee Chair shall arrange for speakers and other meeting related activities.   

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Section 11.  Health and Welfare: The Health and Welfare Committee shall receive information concerning the health and welfare of members and their families and share the information with the SMC.  Chair will send cards as appropriate and acknowledge correspondence. 

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Section 12.  A By-Laws Committee shall consist of five members, one of whom shall be appointed Chairman by the President, one shall be the Parliamentarian and three shall be members of the SMC. This committee shall consider, edit, and correlate such amendments as it may originate and as are referred to by the Executive Committee, committees,         

officers, or members. This committee shall then report its findings/proposal(s) on the proposed amendment(s) to the executive committee for action.

 

Section 13.  A Food Committee shall with the guidance of the President select all menus for all SMC breakfasts, luncheons, or other club sponsored meals.

 

Section 14.  Special Activity Committees: The President shall have the right to establish other SMC sponsored committees or groups if requested by the Membership and determined to be in the best interest of the SMC and its membership. 

 

 

                                                                                                    ARTICLE VIII

 

                                                                                              Nominating Committee

 

Section 1.  A Nominating Committee shall consist of the current President, current Vice President, immediate past President, the Parliamentarian, and the Member at Large. The Nominating Committee shall ensure that at least one of the nominees for office shall be a resident of Sharon.

 

Section 2.  The Nominating Committee shall nominate a candidate for each office to be filled by the election in May.  The proposed slate of officers is reported to the President by April 15, and the President will present the slate to the SMC at the first business meeting in May and at that time call for nominations from the floor. All candidates shall have consented to serve, if elected. The above timing of such events shall take place as mentioned above unless rescheduled due to an emergency, natural disaster, or other circumstance which prevents compliance with the above dates.

 

Section 3. Nominees for any office may be suggested to the Nominating Committee by SMC members no later than the end of April.  

 

Section 4.  The minimum requirements for office work are as follows: An officer shall have been a member of the SMC for one year.  No member shall hold more than one elected office at any one time.  An officer who has served more than half a term is considered to have served a full term in that office.

 

Section 5. The Nominating Committee chair shall read the names of all candidates for office.  The Parliamentarian shall conduct the election.

 

                                                                                                        ARTICLE IX

 

                                                                                        Parliamentary Authority and Handbook

 

The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the SMC in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the SMC may adopt.  

 

                                                                                                        ARTICLE X

 

                                                                                                      Amendments

 

Section 1.  Any amendments to the By-Laws should be presented in writing to the By-Law Committee for consideration with any proposed amendment sent to the Executive Committee within 30 days of the By-Law Committee receiving the proposed change.  After consideration by the Executive Committee, they may present the amendment to the SMC for a vote at a regularly scheduled meeting.  Approval of any amendments requires a majority of membership provided that a quorum of sixty members is present.  The EC shall have 30 days to consider the By-Law change submitted by the member. If the EC fails to consider, and/or rejects the amendment in 30 days, then the member shall be entitled to bring the amendment before the membership for a vote.