About the Southwest Festival
Southwest Community Festival Committee, Inc.
By-Laws
ARTICLE I – NAME AND PURPOSE
The name of this organization shall be the Southwest Community Festival Committee. The purpose of the organization is to provide a network for the neighborhoods in the southwestern portion of Jefferson County and to promote the exchange of ideas, programs, and activities that will benefit the area, including an annual festival.
ARTICLE II – BOUNDARIES
The boundaries of the organization are as follows: on the north along Bells Lane, southeast to Southside Drive, along Third Street Road to Manslick Road, then south to the county line, west along the Jefferson County line to the Ohio River and north along the Ohio River to Bells Lane.
ARTICLE III – MEMBERSHIP
Membership shall be open to all who promote the best interest of Southwest Jefferson County and the SWF. No dues will be required for membership.
ARTICLE IV – ANNUAL MEETING
The annual meeting shall be held in January of each year. At this time officers and Board members will be elected, committee reports given and conduct other business as may arise. A quorum of ten (10) members must be present to conduct business at the annual meeting.
ARTICLE V – BOARD OF DIRECTORS
Section 1 The governing body of the organization shall be the Board of Directors, which shall consist of the elected officers, the appointed Community Representative, and the immediate past President.
Section 2 The duties of the Board shall be:
a) To conduct business of the organization in a manner consistent with its purposes;
b) To create committees as needed, and approve their plans of work;
c) To present a report of activities at the annual meeting;
d) To appoint an auditor or an auditing committee of two (2) members within 30 days after the end of the fiscal year, to audit the treasurer’s accounts;
e) To prepare and approve a budget at the first meeting following the annual meeting;
f) To approve all expenditures. All checks require the signature of the treasurer and either the signature of the president or vice president.
Section 3 Regular meetings of the Board shall be established by a call of the President. A majority of board members shall constitute a quorum. Special meetings of the Board may be held at the call of the president or a majority of the Board members.
Section 4 At completion of their terms of office, all officers shall transfer all records to their successors.
ARTICLE VI – ELECTIONS
Section 1 The president shall appoint a nominating committee of three (3) members at a Board meeting at least 30 days prior to the annual meeting.
Section 2 The nominating committee shall present a slate of officers, including president, vice-president, secretary, treasurer and a Board member at large, at the meeting prior to the annual meeting.
Section 3 Officers shall be elected by voice vote or ballot, at the discretion of the officers, at the annual meeting and shall assume office immediately.
ARTICLE VII – OFFICERS
Section 1 The officers of the organization shall consist of a president, vice-president, secretary and treasurer.
Section 2 Officers shall serve for a period of one (1) year, and may be reelected consecutively.
Section 3 Any officer who does not attend three (3) consecutive meetings, without good cause, does not provide reports to the president, or in any other way does not fulfill the duties of office, can be removed from office by a majority vote of the Board.
ARTICLE VIII – DUTIES OF OFFICERS
Section 1 The president shall preside at all meetings of the organization, shall appoint the chair of all committees.
Section 2 The vice-president shall act as an aid to the president and shall perform the duties of the president in the absence or disability of that officer. The vice-president shall chair the committee that secures all permits necessary for the organization to carry out its purposes.
Section 3 The secretary shall record the minutes of all meetings, shall assist the president in making the agenda for each meeting, shall conduct all general correspondence for the organization and shall issue notice of all meetings.
Section 4 The treasurer shall receive all monies of the organization, shall keep an accurate account of receipts and disbursements; and shall make disbursements in accordance with the approved budget as authorized by the Board. The treasurer shall present a financial statement at each monthly meeting of the Board and at other times when requested, and shall make a full report at the annual meeting.
ARTICLE IX – VACANCIES
Vacancies on the Board of Directors shall be filled by a majority of the Board, except that a presidential vacancy will be filled by the vice-president.
ARTICLE X – MEETING AND NOTICES
Section 1 Meetings shall be held as provided by these By-Laws and as called by the president.
Section 2 The annual meeting shall be held in January of each year.
Section 3 Special membership meetings may be called by the Board and shall be upon recommendation of no less than ten (10) members. Due notice shall be given by the secretary.
ARTICLE XI – QUORUM
Section 1 Ten (10) members shall constitute a quorum at the annual meeting.
Section 2 A majority of the Board shall constitute a quorum at Board meetings.
ARTICLE XII – FISCAL YEAR
The fiscal year shall run from January 1st to December 31st of each year.
ARTICLE XIII – AMENDMENT TO BY-LAWS
Section 1 Changes in these By-Laws may be proposed by the Board by giving at least ten (10) days notice to the membership prior to a regular monthly meeting. At that meeting, two-thirds (2/3) of those present must approve the change for it to become effective.
Section 2 Upon approval of a change in the By-Laws, the secretary will cause a new set of By-Laws reflecting the change to be printed, and shall sign and date the new copy. Copies of the revised By-Laws will be distributed to each Board member and upon request, to each member of the organization.
Amended November 3, 2009
