Arizona Arms Association, Inc. By-Laws

Arizona Arms Association, Inc. By-Laws

BOARD OF DIRECTORS:

President	Tim Proffer
Vice-president	Bob Leitzman
Secretary	Cindy Hale
Treasurer	Peggy Szoke
Sergeant at Arms	Roger King
Member at Large	Bertha Berlin

ARTICLE I – PURPOSE

The purpose of the Corporation shall be:

To research and study the history and study the history of arms and armament.

To disseminate this information to its members and the public at large by various media.

To hold exhibits from time to time at various locations throughout the State, where membership and the general public may view displays and trade among themselves.

To furnish speakers to other groups and he general public on the subject of arms and armament, and to teach safety with arms to those who might desire such training.

To make donations and grants to further the aims of the organization as determined by the Board of Directors and approved by vote at a regular meeting of the membership.

ARTICLE II – MEMBERSHIP

There shall be three classes of membership; Annual, Life and Associate. Annual members shall be the general class of membership, composed of members in good standing who have paid their dues to date. Life members shall be those members who have served honorably as Officers of the Association for at least one year. Show directors who have performed honorably for at least 2 years and have submitted a request to the Secretary, along with a fee of seventy-five dollars ($75.00) may also receive life memberships. This request must have the approval of the Board of Directors. Life membership may also be granted in honorarium to those individuals who have given meritorious, laudable and exemplary service to the organization service to the Association as determined by the Board of Directors. Life memberships are also available to those members who are current members, and have been for five-plus continuous years in good standing, at the cost of one hundred seventy-five dollars ($175.00). The life membership fee may be paid in three equal monthly installments; the life membership card will be issued upon completion of the third payment.

Any member who is convicted of a felony or a misdemeanor, may be called by the Board of Directors and asked to show cause why his membership should not be terminated. Failure to show just cause within thirty (30) days shall cause membership to be terminated. In the event the Board of Directors should terminate his/her membership after the member has responded within the thirty (30) days, that member may request in writing, and within ten (10) days, a vote at the next general membership meeting; that vote shall be final. In addition to the foregoing, memberships may be terminated, or renewal of membership denied, for bringing discredit to the organization as determined by the Board of Directors or by failing to comply with these Articles, or rules governing an exhibit. Appeal may be made upon termination as listed above.

Application for membership shall be completely filled out and forwarded to the Secretary who will then issue a membership card. Dues are Thirty-five ($35.00) dollar initial fee and Twenty-five ($25.00) dollars per year thereafter. A late fee of five ($5.00) dollars will be assessed members whose annual dues are not paid by December 31st of each year.

After the initial Seventy-five ($75.00) dollars or One Hundred Seventy-five ($175.00) dollars as applicable, is paid by Life Members, no additional charge for membership shall be made. Membership cards shall be numbered in sequence. There shall be three (3) types of cards issued: Annual, Life and Associate.

A member’s spouse and/or children may become Associate members for five ($5.00) dollars per year. The spouse of a Life member may become an Associate Life Member with the payment of twenty ($20.00) dollars.

Associate members and Associate Life Members have no voting privileges.

ARTICLE III – BOARD OF DIRECTORS

The Board of Directors shall consist of the Association Officers.
Directors elected by the members may be removed at any time for just cause by a majority vote of the Board of Directors. Approval of the membership for this action must be obtained at the next general membership meeting, except as provided for in Article V, Section 2.

ARTICLE IV – OFFICERS

The Officers shall consist of: President, Vice-president, Secretary, Treasurer, Sergeant at Arms and Member at Large. All Officers must be residents of the State of Arizona and a member in good standing for a minimum of two (2) years. Each of these potential officers must also not be an officer, advisor or board member of any other organization similar in nature to this Association.
In addition, any individual who might have a conflict of interest, if elected to an office, shall not be considered for nomination to an office.
All Officers, whether elected or appointed, shall be permitted to vote on all business of the Association.
Any individual nominated for an office must accept the nomination in writing, in writing, prior to the nomination deadline.
All members of the Board of Directors shall attend all Arizona Arms Association functions unless excused by the President.
No elected officer of the Association is to serve as Show Director or Assistant Show Director or vise versa.
No elected officer of the Association and/or Show Director(s) of the Association shall be related.

ARTICLE V – DUTIES OF OFFICERS

PRESIDENT – The President shall act as Chairman of the Board and shall preside over all meetings and act as speaker when present. He/she shall have the responsibility for the overall conduct of the Association and direct the affairs of the Association. He/she will insure, and has final responsibility for, the overall function of the other Officers and of the Show Directors. He/she shall be an ex-officio member of all committees, with the exception of the Election Committee, and will have an extra, tie-breaking vote on matters brought before the Board.

VICE-PRESIDENT – The Vice-president shall assist the President and other officers in the function of their duties. He/she shall be ready and capable to replace the President in the event of his/her absence. In the event the office of President becomes vacant, he/she will fill that office for the rest of the term, if he/she is willing and able to do so. If it is not possible for the Vice-president to fill the position of President, an appointment will be made by the Board of Directors, on a pro-tem basis, for the remainder of the term.

SECRETARY – The Secretary is responsible for the publication of the monthly newsletter, maintaining the membership file, issuance of membership cards, and maintaining minutes of Business and Board meetings. He/she will publish any special letters and special notices as deemed necessary by the Board, and attending all official membership meetings throughout the State. He/she shall be responsible for all parliamentary procedures and all organizational business records and files. He/she will also be responsible for the preparations of all election materials, equipment and mailings. All insurance for shows/exhibits shall be accomplished by the Secretary, as well as all out of State advertising. The Secretary will be given an honorarium, in an amount to be established by the Board of Directors.

TREASURER – The Treasurer shall have the responsibility of the funds of the Association. He/she shall keep accurate records of all funds received and expenditures of the Association. He/she shall open a bank account in the name of the Association, in a bank convenient to him. All Association funds shall be maintained therein, except for a Two Hundred ($200.00) dollar petty cash fund. Association business shall be conducted by check for any amount over Fifty ($50.00) dollars. He/she shall not issue checks over One Thousand ($1,000.00) dollars without the prior approval of the President or of the Vice-president, in the event of the President’s absence. The Treasurer shall be bonded in the amount of Five Thousand ($5,000.00) dollars. The expense of bonding shall be borne by the Association. In addition, the Treasurer’s books shall be audited each year, the cost to be borne by the Association.

SERGEANT AT ARMS – The Sergeant at Arms shall have the responsibility of preserving order at all functions of the Association. He/she shall be empowered to eject any disruptive person(s) at any meeting upon request by an Officer and at any exhibit or show when, in his/her best judgment, there is no alternative. He/she must be fully knowledgeable of all laws pertaining to the 1968 Gun Control Act and all current Federal firearms legislation, as well as all City, County and State laws regarding firearms. He/she must be present at all business meetings of the Association and all exhibits and shows. In the absence of the President and Vice-president, he/she shall preside over meetings. In addition, he/she will work with Show Directors to ensure sufficient security at all shows and exhibits.

MEMBER AT LARGE – The Member at Large will assist any of the other officers as deemed necessary.

A vacancy in an elected office, other than that of President, will be filled by appointment, on a Pro-Tem basis, by the remaining members of the Board of Directors. This appointment will be for the un-expired term of said vacant office.

ARTICLE VI – ELECTIONS

The elections of officers shall be for two (2) years with staggered terms. The President, Treasurer, Secretary and Member at Large will be elected in odd-numbered years for a Two (2) year term and the Vice-president and Sergeant at Arms will be elected in even-numbered years for a Two (2) year term.

Officers may succeed themselves in office.

Call for Nominations – Candidates should submit their names in writing to the Secretary no later than 45 days prior to election. Candidates’ names may also be submitted by any other member adhering to the deadline as announced. The “Call for Nominations” will be published in the monthly newsletter at least two (2) months before the date of the scheduled election. Names of candidates will be published in the issue of the Newsletter immediately preceding the election.

Eligibility to Vote – To be eligible to vote in an Association election, an individual’s membership must be current and effective at least 90 days prior to the election. Those members not requesting Absentee Ballots are eligible to vote at the polling place, upon presentation of proper identification, e.g., a current membership card. Their ballots must be completed and cast only at the polling place during designated hours.

Election Committee – The President will appoint an Election Committee, consisting of three (3) members in good standing, prior to the election who will be responsible for the overall operation of the election, i.e., distribution of the ballots and performing a tally of the votes cast. The committee will then elect one of its members as chairperson.

Absentee Ballots – To request an Absentee Ballot, the member must contact the Secretary, or he/she may sign a “Petition for Absentee Ballot” form. These forms will be supplied by the Secretary to any member in good standing who may be soliciting signatures on behalf of a candidate. No other forms or petitions will be accepted, other than personal letters from individual members. After these petitions and requests have been submitted to the Secretary and eligibility established, the ballot, an instruction sheet, and a return envelope that includes the member’s membership number, will then be mailed. The member must then complete the ballot; it must be returned to the Election Committee Chairperson by Thursday midnight preceding the election.

Voting Procedures – A table shall be set up and staffed at all times by two (2) individuals: A member of the Election Committee and/or an officer. Voting will begin at 10:00 AM on Saturday until 5:00 PM and on Sunday from 9:00 AM until noon .

Tabulation of Votes – The procedure for tabulation will be: the Absentee Ballots received by the Election Committee will be verified by against the membership list provided by the Secretary. They will be opened, with the inner envelope that contains the ballot being placed in the ballot box, unopened. Before the total ballots are counted all Absentee Ballot envelopes will be opened and mixed with the others in the ballot box. Once this is completed, the ballots may then be counted and the results tabulated by the Election Committee, an officer not on the ballot and one observer per candidate, if the candidate so desires. The results will then be announced and will be published in the next newsletter. Any call for a recount must be made at the time, with the ballots open for inspection by any of the candidates. If the results are not contested, the ballots, tally sheets and voter lists shall be sealed and stored by the Association Secretary for one (1) year. During this time they shall be opened only in the presence of the membership at either a regular or a special meeting.After a period of one (1) year, the sealed ballots shall be destroyed.

In the event of an election where only one candidate is running for each office, the Secretary will be instructed by the President to cast a unanimous ballot for the candidate(s) nominated. These candidates will be declared elected.

Officers will assume the duties of the position to which they have been elected immediately following the tabulation of the ballots. The files and equipment will be turned over to the newly elected officers within seven (7) days after an election, with the exception of the Treasurer. The newly elected Treasurer will receive all records, funds, accounts and equipment necessary for the performance of his/her duties no later than the first [day] of the month following the election.

Oath of Office – See Appendix A [end of page ]

ARTICLE VII – MEETINGS

Regular business meetings shall be held at two (2) Tucson area exhibits and shows and two (2) metropolitan Phoenix area exhibits and shows per year. All meetings shall have at least three (3) Board members present and “Roberts Rules of Order” shall be followed in all parliamentary procedures. A quorum shall be present that shall consist of no less than fifteen (15) members in good standing.

Special meetings may be called by three (3) members of the Board of Directors. In addition, a special meeting may be requested by a petition in writing, directed to the President and signed by at least ten (10) members in good standing. This list must list their membership number beside their names. Such special meetings shall be held at a time and place designated by the President after proper notification to all members. Proper notification shall be fifteen (15) days notice given either at a general membership meeting or by newsletter.

The minutes of the Board of Directors meetings, as well as the preceding General Membership meeting shall be read at the next General Membership meeting.

ARTICLE VIII – SHOW DIRECTORS

Show Directors must not be an officer, advisor or Board Member of any other organization similar in nature to this organization. Show directors for the various exhibits and shows shall be appointed by the Board of Directors and shall serve at the discretion of the Board. Their term shall be indefinite but they may be replaced at the discretion of the Board. Individuals shall have been a member in good standing of the Association for a minimum of one (1) year before being offered an appointment as a Show Director.

The location of all exhibits and shows must have prior approval of the Board of Directors. Show directors must bear in mind the basic premise of the Association – arms and armaments – when renting tables. Show directors shall provide a free table, when available, for the current officers and other show directors, at all shows and exhibits, upon written request by way of a completed Table Reservation Form. Any other free tables given are at the discretion of the Show Director, however, it is expected it is expected to be kept at a minimum. A display table will be made available to the NRA (National Rifle Association) upon request.

Show directors shall be bonded in an amount keeping with the amount of funds they handle, at the expense of the Association. Show directors shall have funds at their disposal for their expenses connected with such exhibits and shows. The show director shall keep strict and accurate records of all funds expended and received. These funds shall be placed in a bank account convenient to the Show Director, within 48 hours after the close of the show, who shall pay all expenditures by check or petty cash with receipts. Show Directors’ accounts shall be audited periodically at the expense of the Association.

Show expenses shall include: media advertisement, rental of a building, security, tables, chairs, reasonable phone and mileage, and printing. Show directors shall forward, no later than fourteen (14) days after a show, a list of expenses and all moneys over and above their normal show funds. Any bills arriving after said fourteen (14) days shall be forwarded to the Treasurer for payment from the General Fund.

The Arizona Arms Association reserves the right to refuse tables to any individual(s).
It is the responsibility of each Show Director and a member of the Board to insure that no pictures are taken by photographers, including the press, without the subject individual’s prior consent.

ARTICLE IX – PAYMENTS AND REIMBURSEMENTS

There will be three (3) fund accounts used by the Treasurer.
a. The General Fund which will be used for the day-to-day operating expenses. Into this account will be deposited moneys collected from payment of dues, donations received for Association accessories and the net gain from gun shows and exhibits.

b. The Contingency Fund will be used for unusual, major expenditures.

c. The Benevolent Fund will be used to make donations to designated organizations. It will also be used to send flowers in the event of an illness, death, or other extraordinary circumstances of a member or their immediate family. Moneys to operate these two accounts will be transferred from the General Fund as needed.

Show Directors [and Assistant Show Directors] shall be members of the Association and shall receive reasonable compensation for services rendered.

The Secretary shall have an expense account to defray such costs as office supplies, postage, printing of the Newsletter and flyers, brochures. In addition, any authorized travel for the Association and any other authorized expenditure will be reimbursed by the Association.

Any member functioning in an appointed or elected post or function may be reimbursed for reasonable expenses incurred as a result of that function.

Nothing in the above may be construed however, to reimburse members for anything outside of those duties expected of him/her. This includes mileage and telephone expenses.

ARTICLE X – DISAGREEMENTS AT EXHIBITS

Any disagreements between exhibitor(s), or between exhibitor(s) and the general public, shall be adjudicated by the Sergeant at Arms and the Show Director. Any disagreement between an exhibitor and a Show Director shall be adjudicated by any two (2) members of the Board of Directors.

ARTICLE XI – BOARD OF DIRECTORS

The Board of Directors may create a new position on a temporary basis and appoint a member in good standing to fill that position. However the general membership must be apprised of any such action at the next general membership meeting. It is the responsibility of the Board of Directors to insure that the highest quality exhibits and shows are presented to the public. They also must take whatever action necessary to prevent any member from causing any type of embarrassment to the Association or to the public.

ARTICLE XII – EXHIBITORS

Display awards, when given, shall be in the form of a quality prize. Officers and Show Directors are not eligible for these awards.

To be considered a “display table” no item may be removed from the table while on exhibit. The sale of items on a display table is prohibited.

The first time a person is found to have a loaded weapon, or a device deemed potentially dangerous to life or limb in their possession or displayed on their table, they will be told to unload, remove, or deactivate the device. A second offense will be cause for that person to be expelled from the show.

In the event of an accidental discharge of a firearm from an exhibitor’s table, that exhibitor will be immediately expelled from the show. If said exhibitor is an Association member, his membership will be revoked pursuant to procedures in Article II, number 2. Show directors will no longer rent tables to such an exhibitor.

Any person observed with, or consuming alcohol within the show display area shall be expelled from the show and banned from attending any show sponsored by the Association for one (1) year.

All reservations for tables must include a deposit or the reservation will be returned.

ARTICLE XIII – AMENDMENTS

These By-Laws may be amended by a majority vote at a regular or special meeting, where a quorum is present. Thirty (30) days notification must be given to the membership prior to such a meeting. This notice must include a general outline of the proposed changes. It is the responsibility of the Secretary to insure that all members are notified of any and all changes to the By-Laws. The Secretary is also responsible for bringing to the attention of the presiding officer any motion made at a meeting that is in conflict with the By-Laws.

Members requesting consideration of changes to these By-Laws must present their proposals in writing to the Board of Directors.

APPENDEX A – OBLIGATION

ARTICLE VI – OATH OF OFFICE

The installing officer says: “Do you accept the office to which you have been appointed?”

Officer(s) Elect / Show Director(s) respond: “I do”.

Installing Officer: Raise your right hand and repeat after me:

“I, (your name), do solemnly pledge, on my word of honor, and before the members present, to faithfully perform and diligently execute to the best of my ability, the duties of the office to which I have been elected / appointed.

I will deliver to my successor, or to the officer legally authorized to receive them, all books, papers and other property of this Association that may have been entrusted to me.

I will uphold and support, without reservation, the Constitution of the United States of America , and the approved By-Laws of the Arizona Arms Association, Inc.”

The installing officer then says: “Your duties are defined in the By-Laws of the Arizona Arms Association, Inc. and in this obligation; I sincerely trust that you will perform your duties faithfully, so that you may gain the complete esteem of your fellow officers and the members, whose interests you are pledged and committed to represent. You will now assume your respective duties.”