Germania Club of Kansas City
Established Incorporated By-Laws Last Revised
March 15, 1967 July 5, 1967 December 12, 2004
Section I1: Name
The name of the Club shall be Germania Club of Kansas City.
Section I2: Purpose
The purpose of the Club shall be to promote a consciousness and appreciation for the German heritage, to further the social interests of its members and to create a strong bond of friendship among the members.
Section I3: Functions
The functions of the Club shall include only such social activities as may be deemed advisable by the Officers and Directors in the best interest of the Club and its members. All activities shall be confined to Club members and their guests. The Club shall be neutral in matters of politics and religion.
Section I4: Membership
Membership in the Germania Club shall be open to persons willing to support the Club's purpose as stated in Section 2 above. The number of members can be limited by majority vote at any general meeting. The membership shall be composed of Charter, Active and Honorary members.
Section II1: Officers
The officers of the Club shall consist of:
First Vice President
Second Vice President
The officers shall be elected bi-annually so as to assume their duties on January 1st of odd-numbered years. All officers shall be elected from the general membership.
Section II2: Duties and Responsibilities of the President
It shall be the duty of the President to appoint committees, plan and/or organize the social activities of the Germania Club of Kansas City and to consult with other officers and assist them in carrying out duties specifically assigned them. The President shall preside at all meetings. He/She may attend all committee meetings as his/her discretion as an ex-officio member.
Section II3: Duties and Responsibilities of the First Vice President
It shall be the duty of the First Vice President to perform the duties of the President in his/her absence, and to help plan and take charge of all social activities and entertainment of the Club. He/She shall be Chairman of the Entertainment Committee. All social activities shall be contracted for only after specific authorization by the Officers and Directors.
Section II4: Duties and Responsibilities of the Second Vice President
It shall be the duty of the Second Vice President to take charge of, and to maintain, the Club's property. He/She shall be responsible for the purchase of all food, drink and/or refreshments.
Section II5: Duties and Responsibilities of the Recording Secretary
It shall be the duty of the Recording Secretary to maintain the minutes of each meeting, prepare revisions to the By-Laws, and to maintain a complete file of Club mailings and activities. He/She shall prepare the ballot as prescribed in Article VII, Section 5. At the end of his/her term, he/she shall hand over all of the records to the new Recording Secretary.
Section II6: Duties and Responsibilities of the Corresponding Secretary
It shall be the duty of the Corresponding Secretary to carry on all correspondence of the Club, excepting that of other Officers and Directors, and mail statements of dues and all notices of the Club activities to members. He/She shall maintain an accurate record of members and their addresses.
Section II7: Duties and Responsibilities of the Treasurer
It shall be the duty of the Treasurer to handle the receipt and disbursement of all money of the Club, to prepare an itemized montly statement for the President showing income, expenditures and cash balance, and to maintain the Club's books. He/She shall be responsible for the issuing of checks and the payment of all Club bills, and the preparation of a statement of members' dues for mailing by the Corresponding Secretary. He/She shall make only such disbursements as have been authorized by the the Officers and Directors. He/She shall be an authorized co-signatory of Club checks. He/She shall sign Club membership cards when dues have been paid, and cooperate with the Corresponding Secretary in maintaining a complete and accurate list of members and their addresses.
Section II8: Responsibilities of Officers, General
The Officers of the Club shall have no power to make the Club liable for any debt or debts unless specifically authorized by the Board of Directors, except for ordinary running of the Club. No one shall make any commitments without securing the Board's approval.
Section II9: Reports
The Officers of the Club shall make a report at the Annual Meeting covering the activities of the preceding calendar year, including a fully detailed report of the financial transactions of the Club for the same period.
Section III1: Board of Directors
The Board shall consist of twelve Directors:
First Vice President
Second Vice President
Chairperson of the Karnevals Gesellschaft
Chairlady of the Ladies Circle
Immediate Past President
2 or 3 Directors from the membership (See below)
The two Directors from the Membership shall be elected for a two year term by a vote of the Membership at the Annual Meeting every other year in those years when Officers are not elected, thus ensuring the services of experienced Board members at all times. The Immediate Past President of the Club shall continue to serve as a member of the Board for two years after leaving office a President. If the incumbent President is re-elected for a subsequent term then there will be no Immediate Past President position and a 3rd Director will be elected from the membership. If a President of the Club is removed from offfice in accordance with Article XI, then he/she shall not be eligible to serve as Immediate Past President.
Section III2: Duties and Responsibilities of the Board of Directors
The Board of Directors shall have the authority, by majority vote, to do all things deemed necessary and expedient, consistent with these By-Laws, to control and manage the Club and its affairs.
Section III3: Meetings
The Board of Directors and Officers shall meet at such times and places as shall be determined by the President. it shall be necessary for a minimum of seven members to be present in order for the Board to conduct business.
Section III4: Club Property
It shall be the duty of the Board of Directors to prescribe and publish rules regulating the use of property belonging to the Club.
Section III5: Vacancies
The Officers and Directors shall have the authority to appoint interim Officers, Directors or committee members to fill any unexpired term, and such appointments shall run until the next election.
Section III6: Dues and Initiation Fees
The Officers and Directors shall have the authority to adjust annual dues and initiation fees, if any, at their discretion. Any adjustments in the dues rate shall be explained and justified at the first Annual Meeting following such a change.
Section III7: Cosignatory
The Board of Directors shall elect one of its members to act as cosignatory, along with the Treasurer, on all Club checks. Under no circumstances shall more than one signature be permitted to any one household.
Section III8: Auxiliaries
Auxiliaries may, at the discretion of the Officers and Directors, be formed for specific purposes, such as flights, charters, etc. Members of such auxiliaries shall be entitled to participate in Club activities, but shall not have the power of vote, nor may they maintain their own treasury.
Section IV1: Committees
There shall be four standing committees in the Club:
A - Entertainment Committee
B - Karnevals Gesellschaft
C - Ladies Circle
D - Clubhouse Committee
Section IV2: Entertainment Committee - First Vice President, Chairman
The First Vice President shall have the authority, with the approval of the Officers and Directors, to appoint whomever he/she wishes, and as many others as deemed necessary to serve on the Entertainment Committee. It shall be the function of this committee to prepare for the approval of the Officers and Directors, a schedule of events for the Club, and to fulfill whatever other duties in that connection the President shall ask of him/her.
Section IV3: Karnevals Gesellschaft
The Karnevals Gesellschaft shall consist of 5 groups:
A - The Elferaat
B - The Blauen Elfen
C - The Ambassadors
D - The Prinzengarde
E - The Mannerballet
The Karnevals Gesellschaft shall operate under the direction of a Chairperson who shall be elected by the Karnevals Gesellschaft at a meeting to be held the first month following Maskenball and will have a duration of 2 years commensurate with the election of the Directors from the general membership. She/He will become Chairperson immediately and also assume her/his position on the Board of Directors at that time. The Chairperson shall coordinate Karneval Season activities among the 5 groups of the Karnevals Gesellschaft.
Section IV3A: The Elferaat
The Elferaat shall function as a committee, under the direction of a Chairman. The Chairman shall be elected by the Elferaat members' written ballot, the election to be held annually during the first Elferaat meeting folowing Maskenball. He will become Chairman immediately.
The Elferaat shall consist of 15 members. As positions become open within the Elferaat, they will be filled in the following manner: Any Elferaat member may propose an individual for membership. Upon nomination the proposed member must be confirmed by a two-thirds majority of the entire Elferaat. He must be a member of the Club or agree to join the Club. In the event of multiple candidates/openings, a written ballot shall be taken. The confirmed candidate will then be invited to join the Elferaat and will become a member upon his acceptance of the invitation.
The purpose of the Elferaat is to perpetuate Karneval (Fasching, Mardi Gras) in the community and to establish and maintain relationships with other organizations with similar goals. The Elferaat is responsible for the establishment and maintenance of Karnival traditions within the scope and guidelines established by the Board of Directors.
The Elferaat shall plan and execute all functions which relate specifically to Karneval. As a standing committee of the Club, the Elferaat has no contractual powers; therefore, the execution of any binding contracts must be done by the Board of Directors.
Section IV3B: The Blauen Elfen
The Blauen Elfen will be current members of the Club and will assist the other Karnevals Gesellschaft groups as called upon to ensure the Karneval Season is as productive as possible. A Chairperson of the Blauen Elfen shall be elected by the members' written ballot, the election to be held annually during the first Blauen Elfen meeting following Maskenball. She will become Chairperson immediately.
Section IV3C: The Ambassadors
The Ambassadors will be current members of the Club who live in other cities and are to help spread the fun of Kansas City Karneval throughout the Heartland.
Section IV3D: The Prinzengarde
Members of the Prinzengarde will be past Prinzen and Prinzessin who will make themselves available to the current Prinzenpaar as advisors to ensure the continuation of Karneval taditions and procedures.
Section IV3E: The Maennerballet
The members of the Maennerballet will be current members of the Club and will honor the current Prinzenpaar's reign by presenting a dance/performance at their Maskenball. Maennerballet members will not discuss or reveal the current year's performance nor allow any outsider to view any rehearsal so as to not lose the surprise of the performance for the Prinzenpaar.
Section IV4: Ladies Circle
The Ladies Circle shall function as a committee, under the direction of a Chairlady. The Ladies Circle Chairlady will automatically be a member of the Board of Directors. She shall be elected by the Ladies Circle members by a written ballot, the election for a two-year term to be held every other year during the month of November. She will take office as Chairlady and also assume her position on the Board of Directors on January 1st.
Membership in the Ladies Circle is open to female members of the Club who wish to join and take part in the projects and social activities of the Circle.
The purpose of the Ladies Circle is to sponsor, plan and execute the Club's annual Christmas Party, to assist the Club in other ways mutually agreeable to its members within the guidelines established by the Board of Directors, and to foster friendship among its members through internal social activities.
The Ladies Circle, as a standing committee of the Club, has no contractual powers; therefore, the execution of any binding contracts must be done by the Board of Directors. Any powers possessed by the Ladies Circle are at the discretion of the Board of Directors. Specific areas of responsibility, and functions granted to the Ladies Circle, are to be outlined from time to time by the Board of Directors.
Section IV 5: Audit Committee
The Officers and Directors shall appoint, at least once a year, an Audit Committee to check the records of the Treasurer. An Audit Committee shall participate in the transfer of the financial records of the Club from an out-going Treasurer to a new Treasurer before relieving the out-going Treasurer of responsibility.
Section V1: Advisory Council
Past Presidents, excepting the immediate Past President, shall form the Advisory Council. It shall be the function of the Advisory Council to serve in an advisory capacity to the Officers and Directors upon request, but shall have no vote at such meetings.
Section VI1: Annual Meeting
The Annual Meeting of the Club shal be during the months of May or June. The principle order of business shall be a full report of the year's activities, a complete financial report for the year, and the election of Officers and Directors. Officers will be elected in even-numbered years and Directors in odd-numbered years, to serve for the following two "fiscal" years. The Officers or Directors elected shall take office on the following July 1st. Any club member holding Club property shall confirm this in writing at this meeting.
Section VI2: Business Meetings
Business meetings of the Club, in addition to the Annual Meeting, may be held at the discretion of the Officers and Directors. All business meetings shall be open to members only. All business meetings called in accordance with the By-Laws shall be authorized to conduct business. At least ten days written notice shall be given to the membership of the the time and place of all business meetings.
Section VI3: Parlimentary Rules
All Germania Club meetings, both membership and administrative, will be governed by "Roberts Rules of Order". Any questions on parlimentary procedures will be adjudicated by these rules.
Section VII1: Candidate Eligibility
A presidential candidate shall have been a member of the Club for a minimum of three years.
A candidate for any office, excepting that of President, as well as for the Board of Directors, shall have been a member of the Club for a minimum of one year.
Section VII2: Nominating Committee
The president shall appoint a Nominating Committee and Chairman prior to Election Meetings. The Nominating Committee shall prepare a slate of Officers, or Directors, to be included on the ballot at the Election meeting. Background information for all candidates for office shall be included in the notice of the meeting sent to members.
The Chairman of the Nominating Committee shall officiate at the elections at the Annual Meeting.
Section VII3: Other Candidates
Any member in good standing, who qualifies under Article VII, Section 1, may declare himself/herself a candidate for any office by giving written notice to the President at least thirty days prior to the Annual Meeting. The membership shall be advised of that person's candidacy in the written notice of the meeting, and he/she shall be included on the prepared ballot.
Section VII4: Other Nominations
Any member in good standing may nominate from the floor any other member in good standing, who qualifies under Article VII, Section 1, for any office. Such person, upon accepting the nomination, shall be included on the ballot.
Section VII5: Balloting
The Nominating Committee Chairman shall prepare a ballot showing the nominations by the Nominating Committee, plus any other candidates who have complied with Article VII, Section 3. The Chairman shall appoint three members in good standing to act as election clerks. The election clerks shall tabulate the ballots and immediately report their findings to the membership there assembled. There shall be no write-in votes cast.
Section VIII1: Amendments
Proposed Amendments to the By-Laws must receive a majority vote of the Officers and Directors. Such Amendments must then receive a majority vote at a business meeting. Proposed Amendments shall be submitted to the membership in writing prior to a membership meeting.
Section X1: Rules of Conduct
A - A member shall not, by any means whatsoever, endeavor to undermine the administration in offfice, endeavor to split the Club into two or more factions, nor to change the purpose or direction of the Club, other than by direct action through Officers and Directors.
B - A member shall not endeavor to use the Club for his/her own personal gain, nor to use the Club for business purposes. Members shall be permitted to conduct business with one another by mutual consent of the parties concerned.
C - Membership lists shall not be made available to any firm or individual for business purposes.
Section XI1: Recall
A - Any Officer or Director of the Club, for good and sufficient reason, shall be subject to recall and removal from office by a majority vote at a membership meeting.
B - Any member who violates the Rules of Conduct or the best interests of the Club, can be expelled by a majority vote at a membership meeting. Such person shall be notified by the Corresponding Secretary that his/her membership privileges have been withdrawn.
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