BYLAWS OF CHAPTER 84
EXPERIMENTAL AIRCRAFT ASSOCIATION
Adopted on January 10, 2017
ARTICLE I – NAME
The name of this organization shall be EAA Chapter 84 of Snohomish.
ARTICLE II – LOCATION
The address for the transaction of business for the Chapter shall be the mailing address of the current President.
ARTICLE III – PURPOSE
The Chapter is organized and shall be operated to:
- Promote public awareness and involvement in recreational aviation through education and participation;
- Promote and encourage aviation safety; and
- Promote education in the design, construction, restoration, and operation of all types of aircraft.
ARTICLE IV – MEMBERSHIP
- Eligibility for Chapter Membership Membership in the Chapter is open to any person who has an interest in recreational aviation, subject to the classifications of membership listed in Section 2 of this Article.
- Classifications of Chapter Membership: There are seven (7) types of Chapter Membership
- A Regular Member shall be any person who pays Chapter dues and is a member in good standing of EAA (Experimental Aircraft Association, Incorporated). A Regular Member has full voting priviledges.
- An Associate/Introductory Member shall be any person who pays Chapter dues but is not a current member of the Experimental Aircraft Association. An Associate/Introductory member may not vote.
- A Family Member shall be the spouse, parent, or child under the age of nineteen (19) of a Regular Member. A Family Member must also be a Family Member of EAA (Experimental Aircraft Association, Incorporated). A Family Member who is sixteen (16) years old or older is eligible to vote as a Regular Member.
- A Student Member shall be any person aged 14 to 18 who pays one quarter (1/4) of the dues paid by a Regular Member. A Student Member who is sixteen (16) years old or older and who is a current member of EAA is eligible to vote as a Regular Member.
- An Honorary or Complimentary Member shall be any person whom the Chapter wishes to recognize in this fashion. Bestowal of Honorary Membership shall require a majority vote of Chapter members and shall continue indefinitely. Bestowal of Complimentary Membership shall require a majority vote of the Chapter Board of Directors and shall last one year. Honorary and Complimentary Members shall not be entitled to vote nor may they hold an elected or appointed position. They shall not be required to pay dues to the Chapter or be a member of EAA, Inc, but the Chapter Office at EAA, Inc. will extend a complimentary one year EAA membership to any Honorary or Complimentary Member upon written request from the Chapter’s Board of Directors.
- A Special Member shall be any person who for temporary or short-term economic reasons is unable to pay the Chapter membership dues and consequently for whom the Board of Directors has agreed by vote to waive the dues. A Special Member shall have the same privileges as a Regular Member. The Chapter Office at EAA, Inc. will extend a one year complimentary EAA Membership to any Special Member upon written request from the Board.
- Life Membership. A Life Membership may be bestowed on an individual Chapter member upon recommendation of the Board of Directors, ratified by vote of the Chapter Membership. A Chapter Life Membership recognizes the long-term commitment to EAA and the Chapter made by the individual. Life membership shall continue for the life of the member, and is not transferable. A Life Chapter Member may hold any office, has full voting privileges, and is exempt from yearly Chapter dues.
3. Resignation of Membership. Any Chapter member may resign his or her membership at any time by delivering to any Chapter Officer a written notice of resignation. The resignation of Chapter membership shall become effective on the date stated in the written notice; or if no effective date is given, on the date such notice was delivered to the Chapter Officer.
4. Cancellation of Membership Cancellation of Membership occurs:
- Automatically when a member ceases to pay Chapter dues as required in Article V, Section 2 or,
- When a member by his or her intentional reckless action jeopardizes the assets or reputation of the Chapter or EAA. Cancellation in this fashion requires a two-thirds majority vote of the Chapter Membership.
ARTICLE V – CHAPTER DUES
- Amount of Dues The amount shall be established or changed by vote of eligible members present at a regular or special Chapter meeting.
- Payment of Dues Dues shall be paid to the Chapter Treasurer or in the absence of the Treasurer, any person designated by the President. Dues are payable January 1st of each calendar year, and become delinquent if not paid by the conclusion of the March Chapter meeting. Delinquent dues shall result in the immediate loss of all membership privileges and removal from the Chapter’s mailing list. Delinquent dues may not be pro-rated. The full amount of annual dues shall be required to re-establish membership. After one year of delinquent status, a former member rejoining shall be considered a new member for determining dues payment.
- Pro-rated Dues Any new member joining the Chapter shall pay a pro- rata portion of his or her annual Chapter dues. Such dues shall be pro-rated quarterly.
- Dues Not Refundable Chapter dues paid shall be considered wholly earned and shall not be pro-rated for refund in the event of resignation or a membership cancellation under Article IV Section 4 Paragraph B.
ARTICLE VI – EXECUTIVE OFFICERS
- Executive Officers Defined These shall be President, Vice President, Secretary, and Treasurer.
- Eligibility A candidate for Executive Office must be a voting member as defined in Article IV.
- Means of Selection Executive Officers shall be chosen by the election process established in Article X.
- Terms Executive Officers shall serve for one year beginning on January 1st immediately following their election. They may stand for re-election at the end of their terms without limit with the exception that the President shall serve no more than four consecutive one-year terms.
- Vacancies Should an Executive Officer be unable to complete his or her term, the Board of Directors at its discretion shall either choose a successor who shall complete the term or hold a special election among the Membership to fill the position.
- Removal from Office An Executive Officer may be removed from office by a five-eighths (5/8) vote of the Board of Directors.
- Duties of Executive Officers
- The President shall:
- With the advice and consent of the Board of Directors, be in general charge of the business of the Chapter.
- Make major policy recommendations to the Board or to the Membership at large, as appropriate.
- Insure that following the election of new officers, the annual Chapter Status Report is filed with the EAA Chapter Office prior to December 15.
- Preserve the non-profit status of the Chapter by insuring that the annual Chapter non-profit corporation status report is filed with the Secretary of State of the State of Washington prior to the end of February.
- Insure that the annual 501(c)(3) report is filed with the IRS.
- Schedule and preside at a special Board meeting in February to discuss and approve a draft budget prepared by the Treasurer.
- Register with the bank selected by the Treasurer as an alternate signatory. Should the Treasurer not be available for any reason, the President shall execute the fiscal duties of the Treasurer until the Treasurer returns or is replaced by the Board of Directors.
- In accordance with a schedule determined by the Newsletter Editor, prepare and submit to the Newsletter Editor an article to be included in the forthcoming monthly newsletter. The article shall convey the views of the President on past, present, and future Chapter activities, and the direction he or she may wish the Chapter to proceed.
- Delegate job assignments to Chapter members as needed to conduct Chapter business.
B. The Vice President shall, in the absence of the President, be vested with all the powers of, and shall carry out the duties of the President. In addition the Vice President shall, with the President’s oversight:
- Establish and schedule visits to aircraft construction or restoration projects and field trips. These activities shall be in addition to the regular scheduled monthly Chapter meetings.
- In accordance with a schedule determined by the Newsletter Editor, prepare and submit to the President and Newsletter Editor a proposed calendar of future Chapter activities.
- Register with the bank selected by the Treasurer, as an alternate signatory. Should the President and Treasurer both be unavailable for any reason, the Vice-President shall execute the fiscal duties of the Treasurer until the President or the Treasurer returns.
C. The Secretary shall record the minutes of regular meetings, and Board of Directors’ meetings. In addition the Secretary shall:
- In accordance with a schedule determined by the Newsletter Editor, submit copies of the minutes of the monthly Chapter and Board meetings to the Newsletter Editor for inclusion in the next monthly Chapter Newsletter.
- Maintain a monthly meeting attendance book, and record the names of visitors present.
D. The Treasurer shall:
- In a bank approved by the Chapter Board of Directors, establish and maintain a checking account in the Chapter’s name, with the President and Vice-President as authorized alternate signatories.
- Promptly deposit funds received into the Chapter checking account, with the exception that a petty cash account may be maintained to deal with small expenditures.
- Maintain an up-to-date list of persons who have paid Chapter dues. Share this list frequently with the Secretary and the Newsletter Editor.
- Working with the President, prepare a draft budget for the upcoming year to be presented to a special Board meeting in February for discussion and approval.
- Following the March meeting, forward a list of paid-up members to the President and the Newsletter Editor. This list will then become the Annual Chapter Roster for the current year.
- Support the President in the generation of Chapter Status Report by issuing a check to pay the premium on EAA’s required annual insurance policy.
- Pay those Chapter expenses deemed reasonable and necessary.
- Pay unusual Chapter expenses that have been incurred by Chapter members for the benefit of the Chapter and that have been approved by the Board.
- Submit a monthly Treasurer’s Report to the Newsletter Editor for publication in the Newsletter.
ARTICLE VII – APPOINTED POSITIONS
- The President shall appoint a Newsletter Editor, a Young Eagles Chairman, a Hangar Manager, and a Program Chairman.
- The President may also appoint members to serve in additional permanent or temporary positions as he deems necessary.
- Each Appointee shall be a voting member as defined in Article IV.
- Appointments are subject to approval by the Chapter Board of Directors.
- The President shall have the authority to remove a member from an appointed position.
- The term of office of each appointee shall be coincident with the term of the President. They are however eligible for re-appointment without limit.
- Duties of appointed positions
A. The Newsletter Editor shall:
- Assemble, publish, and distribute a monthly newsletter entitled “Hangartalk” to members, to visitors as requested, and to others as directed. The newsletter shall be sent out via email approximately one week prior to the next scheduled Regular Meeting.
- Establish a monthly deadline at which all inputs for the newsletter are to be in the hands of the Newsletter Editor for publication in the next issue.
- Receive inputs from the President and Vice President to be included in the next newsletter.
- Following the March Chapter meeting, and after receiving the current Chapter membership roster from the Treasurer, reproduce and distribute this roster with the April newsletter.
- Update the newsletter distribution list from time to time based on any revisions to the Chapter membership roster received from the Treasurer.
- Forward a copy of each newsletter to the Chapter Office of EAA.
- Execute the exchange of newsletters with other EAA Chapters as he sees fit.
B. The Hangar Manager shall:
- Do work or coordinate work done by others that is required to maintain the Chapter’s physical facilities.
- Submit an annual budget request to the President for materials needed in the maintenance of the Chapter facilities.
- Provide an annual report to the Board of Directors on the status of Chapter facilities.
C. The Young Eagles Coordinator shall:
- Direct the planning and execution of Chapter-sponsored Young Eagles events.
- Insure that the events are carried out in compliance with rules published by EAA Incorporated. In particular, he or she shall make application to EAA for insurance for each Young Eagles event at least 30 days in advance of the event.
- Report to the Chapter the results of each event.
D. The Program Chairman shall:
- Obtain guidance from and consult with the President to develop the general thrust of the programs to be sought.
- Following this guidance, obtain presentations for the regular meetings.
- Do or delegate the specific tasks which may be needed for each presentation, such as providing transportation for the speaker, generating introductory remarks, and giving information to the Newsletter Editor for publication prior to the event.
ARTICLE VIII – BOARD OF DIRECTORS
- The Board of Directors shall consist of the Chapter’s Executive Officers (President, Vice President, Secretary, and Treasurer) defined in Article VI and the Chapter’s Appointed Positions (Newsletter Editor, Young Eagles Coordinator, Hangar Manager, and Program Chairman) defined in Article VII.
- The President shall preside over the Board as its Chairperson.
- The Board shall conduct the business and control the property of the Chapter.
- Meetings of the Board may be called at any time by the President or by a five-eighths (5/8) majority of Board members.
- Notice of meetings of the Board stating the location, time, and purpose of the meeting shall be distributed to each member of the Board at least 48 hours prior to the meeting. If a Board quorum is present at another meeting, any business of the Chapter may be transacted without previous notice of such meeting.
- A five-eighths (5/8) majority of Board members shall constitute a quorum at any Board meeting.
- Minutes of Board meetings shall be published in the next Chapter newsletter.
- Each member of the Board shall serve without compensation.
ARTICLE IX – CHAPTER MEMBERSHIP MEETINGS
- Regular Meetings of members shall be held on the second Tuesday of each month (except December) at a time and place chosen by the President.
- Special Meetings of members at other times may be called by the President or by a five-eighths (5/8) majority vote of the Board. Place and time are to be set by the authority (President or Board) that calls the meeting.
- Notice of Regular and Special Meetings, stating the time, place, and in general terms the purpose of the meeting, shall be given to members in the Newsletter, by telephone, or by email.
- The President shall preside at meetings. In his absence, the Vice President, Secretary, Treasurer, or a temporary Chairman selected by the members present, in that order, shall preside.
- A quorum of 25% of voting members in good standing is required either in person or by proxy in order to conduct a business meeting.
- A majority vote of those voting members present or represented by proxy shall be required for the adoption of any resolution. Exceptions to this are elections carried out under Article IV (4) B (cancellation of membership due to reckless action); Article XII (amendment of bylaws); or Article XIV (dissolution of the Chapter).
- At any meeting of the members, each voting member shall have one (1) vote.
ARTICLE X – ELECTION OF EXECUTIVE OFFICERS
- The President shall appoint a nominating committee consisting of at least two regular members no later than August of each year.
- The names of the appointed committee members along with those offices to be filled by election shall be published in the September newsletter and also announced to the membership at the regular Chapter meeting of that month.
- The nominating committee shall first canvas the current officers to determine if they desire nomination for their current positions, or to be nominated for a different position. The nominating committee shall then canvas the regular members of the Chapter, to seek those who may be interested in an elected position.
- At the October regular Chapter meeting, the nominating committee shall present to the membership the nominations obtained. All nominees must have agreed to serve if elected.
- Elections of Executive Officers shall take place at the November regular Chapter meeting. Voting shall be done by voice vote unless a motion is made, seconded, and passed that a written ballot be taken. In the case of a written ballot, the President shall appoint three (3) Chapter members as monitors to conduct the election. Ballots will be counted and confirmed by the monitors and the results of the election announced immediately to the members.
- Newly elected Officers will assume their responsibilities on January 1st of the year following their election.
ARTICLE Xl – TRANSITION OF LEADERSHIP
Following the election of Executive Officers the outgoing and incoming Officers shall organize and hold a transition meeting prior to the January regular meeting. At this meeting:
- All pertinent Chapter records shall be passed on to the incoming Officers.
- The incoming Officers shall be given a statement of the Chapter’s goals and mission and vision statements.
- The incoming Officers shall be given a tutorial that covers the actions necessary to comply with the State of Washington’s incorporation laws.
- The incoming Officers shall be given a tutorial that explains the actions necessary to maintain the Chapter’s compliance with Section 501(c)(3) of the Internal Revenue Code. The incoming President shall be advised of his responsibility to supply a change of address for the Chapter’s Employer Identification Number (EIN).
- The incoming Officers shall be given a tutorial that explains the Chapter’s obligations to EAA – the annual Chapter Status Report and the required payment of the Chapter insurance premium.
- The incoming Treasurer shall review with the outgoing Treasurer the status of the Chapter bank account, financial records, and other Chapter financial practices until all are clearly understood.
- Outgoing Officers shall pass on their Chapter Leaders Handbooks to the incoming Officers.
ARTICLE XII – AMENDMENT OF BYLAWS
These bylaws may be amended at any meeting of the voting members called for that purpose, or at any regular Chapter meeting. To pass, an amendment shall require a two-thirds (2/3) majority vote of the voting members in good standing either in attendance or by proxy.
ARTICLE XIII – DISPUTE RESOLUTION
- In the event that an irreconcilable dispute arises within the Chapter, a Special Meeting may be called, following the procedure given in Article IX, paragraph 2. At this meeting, a written petition requesting intervention by the staff of the Experimental Aircraft Association may be prepared and endorsed by a quorum of Chapter members.
- The Chapter must agree to cooperate completely and fully in the resolution process.
- If the dispute cannot be resolved by this process, and matters are determined by the staff of EAA to be at an impasse, the Chapter agrees and acknowledges the authority and responsibility of the EAA to remove the Chapter charter. If the Chapter charter is removed, the Chapter will have no further recognition by or affiliation with the Experimental Aircraft Association.
ARTICLE XIV – DISSOLUTION
- The Chapter may be dissolved by a two-thirds (2/3) majority vote of the voting members either in attendance or by proxy.
- In the event that the Chapter is dissolved, the President is responsible for insuring that all Chapter debts and obligations are paid, that notification is given to the EAA Chapter Office, and that all instructions received from the Chapter Office are carried out.
- Upon dissolution, Chapter assets shall be distributed for one or more exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future Federal tax code. Preference for distribution shall be (first) to another EAA Chapter that is exempt within the meaning of the above Code, (second) to EAA, Oshkosh, WI, or (third) to a local, state, or Federal government entity for a public purpose.
Revised 1/7/2017 RAM
EAA Chapter 84 Snohomish