BALLSTON AREA SENIOR CITIZENS, INC.

BYLAWS

ARTICLE 1 - MISSION

The mission of the Ballston Area Senior Citizens, Incorporated, a non-profit, tax-exempt, Internal Revenue Code 501(c)(3) organization, is to provide a quality-of-life enrichment opportunity and experience for Ballston Area Seniors members.

Members of the Ballston Area Seniors meet for a pot-luck lunch, weekly, at the Town of Milton Community Center, 310 Northline Road in Ballston Spa, New York, and participate in a wide variety of activities such as enjoyable day trips, festive dinners, hand-on sewing crafts, bingo, dancing, chorus singing, card playing, golfing, bowling, exercising, and other activities.

Ballston Area Senior Citizens, Incorporated provides a forum for members to meet new people, to share experiences and to enjoy interesting conversations. The conversations may include daily life experiences, interesting backgrounds and experiences of others, sports, world news, use of computers, history, medical topics, hobbies, science, languages, shopping, coupon exchanges, best restaurants, and other topics of interest.

The Ballston Area Seniors organization has a speaker/presentation program to further build upon and expand the exchange of the vast amount of interesting experiences and knowledge that seniors display in the seniors program.

Members plan and conduct fund raising events such as bazaars and raffle sales to augment the financial support received from the Town of Ballston, the Town of Milton, and the Village of Ballston Spa.

Ethics - Normally, members volunteer their services in their areas of interest and those of the Corporation, expecting no money or gifts from either the Corporation or its members.

Philosophy - When the Corporation predecessors first organized, Mayor Charles Heniger, the Founder, and the Director, Herman Wagner, introduced a policy to members that there should be no concern with politics or religion at any time. This philosophy is still endorsed and sanctioned by the members.

The sum of the activities described above defines the Ballston Area Senior Citizens, Incorporated, and our mission. We continually encourage our senior friends to join us in our quality-of-life opportunities and experiences.

ARTICLE 2 - OFFICERS & DIRECTORS

The Executive Board is made up of the following elected officers: President, Vice President, Treasurer, Secretary, Membership Secretary, and four (4) Directors. The immediate Past President is a non-voting ex-officio member of the Executive Board.

ARTICLE 3 - DUTIES & RESPONSIBILITIES OF EXECUTIVE BOARD MEMBERS

3.1 The Executive Board is responsible for overseeing the operation of the Corporation.

3.2 The President presides at all general, special, and Executive Board meetings and secures a  volunteer chairperson for all Standing and Special Committees.

3.3 The Vice President presides in the absence of the President and assists with other duties as  requested by the President.

3.4 The Secretary is the central repository of information for the organization given his/her exposure  to  the meetings of the group. The Secretary should be knowledgeable in the organization’s  Bylaws, leadership and procedures. It is the responsibility of the Secretary to maintain the  organization’s records and documentation, which includes preparation of meeting agenda and  minutes, memoranda and other correspondence, and to perform such duties as are usually  incumbent upon that office.

3.5  The Treasurer receives and disburses all monies of the Corporation and keeps an accurate account of financial transactions. The Treasurer shall submit at the first meeting of the month, or at any time requested by the President, a detailed financial report to be included in the minutes of weekly membership meeting.

3.6 The Membership Secretary collects all dues and assessments, keeps an up-to-date record of  membership, and validates each membership card by signature or initials.

3.7 The Directors ensure compliance with the Bylaws and the Standard Operating procedures (SOP).

3.8 The Executive Board:  prepares and includes in the Standard Operating Procedures, more specified  duties and responsibilities of Executive Board members to distribute the leadership function at the  Board level to: 

3.8.1 Assists the President in conducting the organization’s on-going business.

3.8.2 Provides for more direct leadership attention to the many functional areas of the   organization.

3.8.3 Maximizes the opportunity to apply the many years of experience of the Executive Board   members in leading the organization.

 3.8.4 Further enables and supports the Standing Committee Chairpersons in their continuous   leadership role.

3.9 If an Executive Board position becomes vacant, the actions specified in ARTICLE 8, Elections, are  followed.

ARTICLE 4  - MEMBERSHIP

4.1 Charter members of the Corporation are those who were members of the unincorporated  association   known as Ballston Area Senior Citizens as of September 13, 2000.

4.2 Resident Membership - Any resident of Saratoga County, fifty-five (55) years of age older, is eligible for membership upon payment of dues as assessed by the Executive Board.

4.3 Non-Resident Membership - Prospective new members fifty-five (55) years or older, who do not   reside in Saratoga County may join the Ballston Area Senior Citizens organization as a Non-Resident  Member. Non-Resident Members will be afforded all benefits provided to Resident Members with  the exception of subsidized trips.

4.4 Anyone who has been an active member for one year and keeps membership dues current may  remain an active member, regardless of where the member resides

4.5 If an active member has a spouse who is less than fifty-five (55) years of age or presently resides  outside the resident area, the spouse will be admitted to membership.

4.6 Dues

4.6.1 Annual dues must be paid by January 1stof each year to maintain active membership. If not paid by January 31st, member will be considered “INACTIVE”  and shall not take part in organizational events until dues are paid.  If dues remain unpaid by December  31st,  member will be  removed from membership rolls. 

4.6.2  Amount of dues to be determined by the Executive Board by September 30th of each year.    Amount to be listed in the SOP. If no change made, prior year amount will apply

4.6.3 Dues are not pro-rated.

4.6.4 Incapacitated or nursing home residents who are unlikely to return to active membership and who have been active members, may be given Life Member status upon review by the Membership Committee.

4.7 Exceptions to membership requirements must be reviewed and approved by the Membership Committee and brought to the Executive Board for approval.

ARTICLE 5 - MEETINGS  - 

5.1 Regular meetings are held weekly on Thursdays, except on legal holidays and when Ballston Spa  schools are closed due to inclement weather. School closings are announced on local radio and TV  stations.

5.2 The Executive Board meets on the fourth (4th) Thursday of each month after the regular meeting.  Special meetings may be called by the President.

5.3 The rules contained in Robert’s Rules of Order (latest revised edition) shall be the parliamentary  authority on all matters not specifically covered by these Bylaws, and/or as directed by State or  Federal Laws.

5.4 All members are welcome to attend any regular, special or Executive Board meetings and are  allowed to voice their opinion when recognized. Only elected Officers and Directors will have a vote  during Executive Board meetings.

5.5  A closed (attended by Board Members only) special meeting may be convened by the President to address private, personal, or personnel matters. 

5.6 Procedures for Regular Luncheon Meetings in SOP

ARTICLE 6 - COMMITTEES 

6.1 The President shall secure a Chairperson for each standing committee.  The Chairperson is  responsible for overall committee activity and shall recruit volunteers to participate on the  committee.  All members in good standing are encouraged to volunteer to serve on a committee of their choice.

6.2 The President or designated representative is an ex-officio member of each committee.

6.3 The Standing Committees of the Corporation are shown below. A more detailed description of  committee activities is included in ARTICLE 6of the SOP.

6.3.1 Activities

6.3.2 Audits also see Bylaws 7.6 

6.3.3 Budget

6.3.4 Buildings and Grounds

6.3.5 Bylaws/SOP

6.3.6 Chorus

6.3.7 Crafts

6.3.8 Kitchen

6.3.9 Membership

6.3.10 Newsletter

6.3.11 Nominations

6.3.12 Publicity

6.3.13 Trips – Day Trips.

6.4 Special committees may be formed by the President with the approval of the Executive Board.

ARTICLE 7 - FINANCE

7.1 Fiscal Year - The fiscal year shall run from January 1st to December 31st.

7.2 Budget: The Budget Committee, chaired by the Vice President, and comprised of all Officers,  Directors and any member of the Corporation wishing to serve,  shall be responsible for preparation of a Budget for the coming year to be presented to the Membership for approval no later than the first meeting in November.

7.3 Corporation receipt/income sources include:

7.3.1 Revenues received each Fiscal Year from:

7.3.1.1 The Town of Ballston

7.3.1.2 The Town of Milton

7.3.1.3 The Village of Ballston Spa

7.3.2 50-50 Raffle

7.3.3 Membership Dues

7.3.4 Donations

7.3.5 Trip fees from members

7.3.6 Festive dinners

7.3.7 Kitchen door

7.3.8 Dances

7.3.9 Crafts sales

7.3.10 Public fund-raising affairs with the approval of the Executive Board.

7.3.11 Earnings from Corporation bank accounts.

7.4 Funding

7.4.1 No individual member shall benefit financially from any Corporation funds, except for    services rendered or goods provided at fair value pursuant to contract as discussed in ARTICLE  9.2.

7.4.2 Funds received from the Village of Ballston Spa, Town of Ballston, and the Town of 

Milton may be spent for crafts, recreation and trips, or as otherwise approved by the   Executive Board. 

7.4.3 Request for additional funds for approved budgeted line items and miscellaneous purchases must be presented to and approved by the Executive Board and presented to membership for vote.

7.4.4 All bills, with the exception of any budgeted items, with a total cost over two hundred dollars ($200) must be approved by the membership at an official regular membership meeting.

7.5 The Treasurer, in conjunction with a Certified Public Accountant, ensures that the annual Internal Revenue Service Tax Report is prepared and submitted to the Internal Revenue Service by April 15th of each year. Copy to be presented at Executive Board Meeting for their information and approval before submission.

7.6 The Audit Committee is responsible for conducting an annual Financial Audit of the Corporation’s financial activities. The annual Audit Report to be completed by June 30thof each year and presented to the membership during the month of June for their information and comments. 

7.7 All contracts must be presented to the Executive Board for their approval. Legal binding contracts may be signed by the President or designated Committee Chairman. This includes 

Town Usage Agreement – January

Festive Dinners (Caterers)

Dances (Bands, live entertainment)

Trips

Purchases 

Newsletter

CDs and other monetary obligations

Any contract that obligates the Corporation to financial costs.

7.8 Check Signing: The Treasurer, President and Director of Finance authorized to sign checks. All other names to be removed from bank(s) authorization.  

7.9 Members may examine financial records of corporation upon request.

ARTICLE 8 - ELECTIONS

8.1 A Nominating Committee of five (5) members shall be recruited by the President no later than the  last  meeting in October of each year.

8.2 Any member who desires to run for an elective office must inform the Nominating Committee.

8.3 New Members and Elective Office - New members will be permitted to hold an elective office after  one (1) year of continuous active membership.

8.4 The Nominating Committee will present a slate of candidates for Officers and Directors to the  membership at the second (2) regular meeting in November.

8.5 Nominations from the floor may be made at the first (1st) meeting in December after which  nominations will be closed. The person nominated must be present at the time of nomination and  agree with the nomination or have provided written agreement to be nominated.

8.6 Elections will be conducted at the second (2nd) meeting in December.

8.7 Officers and Directors will be installed at the first (1st) meeting in January.

8.8 Terms of Officers shall be for two  (2) years and limited to two (2) terms.

8.9 Terms of Directors shall be for two (2) years and limited to two (2) terms. Two (2) Directors are  elected each year.

8.10 If an office becomes vacant, the Nominating Committee, on request of the President or the  presiding officer, shall present a slate of candidates to the membership. Nominations may also be  made from the floor. An election must be held so that the office is not vacant more than thirty  (30)  days.

8.11 In the event the nominating process is unsuccessful in identifying a candidate to fill a vacancy, the  incumbent may be elected to serve another term. 

8.12 Any deviation from established election requirements must be reviewed and approved by vote of  the  Executive Board and the membership.

ARTICLE 9 - CHARITABLE ACTIVITIES

9.1 The Corporation is organized exclusively for charitable, educational, religious or scientific  purposes,  within the meaning of Section 501(c)(3) of the Internal Revenue Code (or corresponding section of any  future federal tax code).

9.2 No part of the net earnings of the Corporation shall inure to the benefit of, or be distributable to its  members, trustee, directors, officers or other private persons, except that the corporation shall be  authorized and empowered to pay reasonable compensation for services rendered and to make  payments and distributions in furtherance of Section 501(c)(3) purposes. No substantial part of the  activities of the Corporation shall be the carrying on of propaganda, or otherwise attempting to  influence legislation, and the Corporation shall not participate in, or intervene in (including the  publishing or distribution of statements) any political campaign on behalf of or in opposition to any  candidate for public office.

9.3 Not withstanding any other provisions of these articles, the Corporation shall not carry on any activities  not permitted to be carried on (1) by a corporation exempt from federal income tax under Section  501(c)(3) of the Internal Revenue Code or, (2) by a corporation, contributions to  which are deductible  under Section 170(c)(2) of the Internal Revenue Code (or corresponding  section of any future federal  tax code.)

9.4 No monies from the Corporation are to be donated to any other organization, event or individual. Monies may be collected from individual members for a specific event or cause.

ARTICLE 10 - DISSOLUTION

10.1 Upon dissolution of this Corporation, assets shall be distributed for one or more exempt purposes  within the meaning of Section 501(c)(3) of the Internal Revenue Code, i.e., charitable, educational,  religious or scientific, or corresponding section of any future federal tax code, or  shall be distributed to  the federal government, or to a state or local government for a public purpose.

10.2 If the Corporation should dissolve, any balance in the General fund, after all liabilities are taken  care  of, will be distributed to the charities chosen by the membership at the time of dissolution.  All  equipment owned by the Corporation will be sold and funds distributed by the Executive  Board.

ARTICLE 11 - AMENDMENTS

11.1 These Bylaws may be amended by a majority vote of the members attending any regular or  special meeting of the membership, so long as each amendment conforms to the requirements of a  charitable organization as the same may be defined by Section 501(c)(3) of the Internal Revenue  Code and that it has been proposed to the membership and laid on the table at a meeting of the  membership at last one week prior to its presentation to the membership for adoption.

11.2 To ensure compatibility between the Bylaws and the SOP, when a change to either is made, both  documents shall be reviewed and amended as necessary to ensure the two documents remain  compatible. Both documents shall be issued with the same Revision Number and date.