PARCHE ASSOCIATION
ARTICLES OF ASSOCIATION
(Adopted March 2003)

ARTICLE I -- RULES OF ORDER
The general procedure of meetings of this organization shall be in keeping with the normal parliamentary procedure set down by Robert's Rules of Order Newly Revised.

ARTICLE II -- DUES

Section 1. An initial PA dues fee will be $20.00 and shall be renewable at $10.00 annual dues if membership continues uninterrupted. (When delinquent, an initiation fee will be required for reinstatement).

Section 2. Life Membership dues for eligible members age 65 and older will be $50.00

Section 3. Life Membership dues for eligible members age 55 to 65 will be $100.00.

Section 4. Life Membership dues for eligible members age 45 to 55 will be $150.00.

Section 5. Life Membership dues for eligible members under age 45 will be $250.00 payable in two (2) payments.

Section 6. Members shall pay all dues to Membership Coordinator who shall forward dues to PA Treasurer.

ARTICLE III -- BUSINESS MEETING

Section 1. The Steering Committee Chair or their representative present shall be the presiding officer.

Section 2. The Order of Business for the Business Meeting shall be:

A. Reading and acceptance of the minutes of the previous Business Meeting.

B. Report of the Treasurer.

C. Report of the Membership Coordinator.

D. Report of the Scholarship Coordinator.

E. Report of the Reunion/Event Coordinator.

F. Miscellaneous reports as necessary.

G. Unfinished business from previous Business Meeting.

H. New Business.

I. State Action Items for next Business Meeting.

J. Set next Business Meeting date.

k. Adjourning of the Business Meeting.

Section 3. Business meetings shall be quarterly and shall meet online using Yahoo Messenger. All members in good standing are eligible to attend.

Section 4. Special meetings can be called by the PA Chair at any time.

Section 5. A Quorum for a business meeting is defined as the PA chair, Secretary, and one other member of the Steering Committee. All steering committee members may designate a representative to meet in their stead.

ARTICLE IV - STEERING COMMITTEE MEMBERS

Section 1. The Steering Committee shall be composed of the following:

1. PA Chair

2. Secretary

3. Treasurer

4. Reunion Coordinator

5. Scholarship Coordinator

6. Membership Coordinator

7. Chaplain

The Steering Committee Members shall meet a minimum of three times during the organizational year. The meetings will be held quarterly and at the PA Chair's discretion.

ARTICLE V -- DUTIES OF STEERING COMMITTEE MEMBERS

Section 1. STEERING COMMITTEE CHAIR:
The duties of the Steering Committee Chair shall include, but not be limited to:

A. Act as the Chief Executive Officer and the Chairman of the Steering Committee.

B. Cause to be called all regular and special meetings of the organization.

C. Preside over all regular and special meetings of the organization.

D. Enforce the Articles and Bylaws.

E. Direct and supervise the operation of the organization.

F. Prepare and present the Steering Committee Members Annual Report

G. Sign all certificates notes, drafts, or bills of exchange, warrants or other orders for the payment of moneys duly drawn by the Treasurer, except as provided elsewhere in the Articles and Bylaws, subject to the approval of the Steering Committee Members.

H. Be responsible for the promulgation of all pertinent information to the membership of the organization.

I. Work up, keep current, and pass on immediately to his relief a "Turn Over" folder, including all official correspondence, records, and official materials assigned to his care.

J. Be an ex-officio member of all committees.

K. Appoint an editor responsible for production and distribution of the PA newsletter and maintain accountability for its content.

Section 2. MEMBERSHIP COORDINATOR:
The duties of the Membership Coordinator shall include, but not be limited to:

A. Execute the powers and authority in organization matters, when required, in the absence of the Steering Committee Chair

B. Serve as a member of the Steering Committee.

C. Maintain an accurate and permanent roll of members and provide membership cards to members in good standing.

D. Work up, keep current, and pass on immediately to his relief a "Turn Over" folder, including all official correspondence, records, and official materials assigned to his care.

Section 3. SECRETARY:
The duties of the Secretary shall include, but not be limited to:

A. Officiate when required in PA matters in the absence of the Steering Committee Chair, or Membership Coordinator.

B. Serve as a member of the Steering Committee.

C. Be the custodian of all non-financial records and materials, which shall remain PA property.

D. Keep permanent records as required by the Articles of Association and these Bylaws.

E. Keep permanent records of the proceedings of all meetings of the Steering Committee.

F. Serve as the official organization correspondent, forwarding to officers and committee chairman such correspondence as may be appropriate to the performance of their duties

G. Work up, keep current and pass on, immediately to his relief a "Turn Over" folder, including all official correspondence, records, and official materials assigned to his care.

Section 4. TREASURER:
The duties of the Treasurer shall include, but not be limited to:

A. Serve as a member of the Steering Committee.

B. Be the Chief Financial Officer of the organization.

C. Be the custodian of all financial records of the organization.

D. Receive and be responsible for the collection of all moneys due and payable to the organization.

E. Have custody of all organization funds, and shall provide for their safekeeping, retention, disbursement, and investment in a manner acceptable to the Steering Committee

F. Make such reports and returns as are required by Federal, State and Local governments, The Articles of Association and these Bylaws, including the disbursement of appropriate taxes and fees.

G. Maintain accounts appropriate to the structure and activities of the organization and in accordance with generally accepted accounting principles.

H. Work up, keep current, and pass on immediately to his relief a "Turn Over" folder, including all official correspondence, records, and official material assigned to his care.

Section 5. SCHOLOARSHIP COORDINATOR
The duties of the Scholarship Committee shall include, but not be limited to:

A. Serve as a member of the Steering Committee.

B. Publish a "Call for Applications", including eligibility requirements, in the fourth quarter issue of the PA Newsletter.

C. Fill all requests for applications received by March 1st of the year in consideration.

D. Place in consideration all applications received from eligible applicants by April 15th of the year of consideration.

E. Select the recipients of the scholarship by a majority vote of the steering committee members.

F. Notify recipients and publish in the PA Newsletter.

Section 7. REUNION COORDINATOR
The duties of the Reunion Coordinator shall include, but not be limited to:

A. Serve as a member of the Steering Committee.

B. Promulgate and disseminate guidelines for preparing proposals for all PA Reunions.

C. The Reunion Coordinator shall be available to any member seeking assistance or information on the PA Reunions.

D. A written proposal to the PA Steering Committee Chair must contain, but is not limited to, the following information:

1. The location city of the proposed PA Reunion.
2. The name of the host hotel.
3. The host hotel guaranteed room rate and the current tax rate.
4. The date the host hotel will start accepting reservations.
5. The number of rooms in hotel for handicapped guests.
6. The availability of airport shuttles, indicate cost or no cost.
7. Where Reunion headquarters and meeting(s) will be held, if other than the host hotel.
8. Approximate cost of banquet tickets.

Section 8. Chaplain
The duties of the Chaplain shall include, but not be limited to:

A. Serve as a member of the Steering Committee.

B. Provide resources and referrals for members in personal crisis, to be a sounding board for personal issues that affect the psychological, spiritual, or emotional aspects of their lives.

C. Clarify ethical issues in the decision-making processes of the PA.

ARTICLE VI -- ANNUAL ELECTIONS

Section 1. NOMINATIONS FOR PA OFFICE

A. Any member in good standing may nominate any other member in good standing for any elected PA Office, provided that:

1) The Nominee for PA Office indicates their willingness to accept the nomination and willingness to serve if elected.

2) The Nomination Letter includes details of the nominees qualifications in less than one hundred (100) words and be sent via US Mail, email or any other electronic means.

3) The Nomination is received by the Steering Committee 90 days prior to the election.

Section 2. CAMPAIGNING

A. Each candidate for PA Office will be provided one full column of space in PA Newsletter free of charge for campaign purposes.

B. Candidates may purchase additional space in the PA Newsletter at the rate and terms provided for in the PA Newsletter.

Section 3. PA BALLOT

A: During the sixty days (60) immediately preceding the PA Election and in time to permit at least thirty days (30) for the members in good standing to cast and return their ballots via US Mail, email or any other electronic means

B: The Ballot shall, at minimum, contain the following information:

1.) The names, in alphabetical order, of all qualified candidates for each Elected Office and one additional blank line for each office with a clearly defined space opposite each name and the write in line for the member to indicate his choice.

2.) Instructions as the PA Secretary deems necessary, to insure the secrecy and validity of the ballot, and its delivery to all members in good standing.

C. In the event an official ballot is lost, defaced or incorrectly executed by a member or if the member fails to receive a ballot, additional ballots may be obtained upon request to the PA Secretary provided that such request is made with sufficient time to permit the return of the executed ballot to the member(s) in good standing.

D. The PA Secretary shall provide official ballots to Members in Good Standing.

1) The PA Secretary shall cause the PA Ballot to be posted on the Official PA Web Site.

2) The secret ballot vote must be conducted by the PA Secretary even if each PA Office has only one candidate nominated for it.

Section 4. PROCEDURE

A. Any issue may be brought before the Steering Committee by any member in good standing.

ARTICLE VIII -- AMENDMENTS

Section 1. Any member in good standing may submit proposed amendments to amend these Bylaws by forwarding the proposed amendments to the PA Chair.

Section 2. These bylaws shall be amended by simple majority vote (51%) or, where appropriate, the plurality vote shall rule at meeting of the PA.

Section 3. Amendments, which are passed, will become effective at the close of the meeting at which they were voted on.

Section 4. Amendments submitted by the membership and passed shall remain in place for a period a period of three (3) years from acceptance and may be changed by ballot in their fourth year. Should at any time in that period the amendment be deemed by the Steering Committee as not in the best interest of the organization, they, and only they, may submit an amendment at the next PA Meeting to change it without waiting the entire three (3) year period. The results of that ballot will start a new three-year period.

ARTICLE IX -- GENERAL BUSINESS

Section 1. Any business of the PA not otherwise prescribed in the Articles and Bylaws may be conducted at any meeting of the PA and voted on. A majority vote (51%) of the members present and in good standing shall be required for a favorable vote.

Section 2. Business involving the commitment of organization funds in excess of $200.00 shall require a two-thirds (2/3) majority of votes cast by members in good standing at any meeting of the PA.

ARTICLE X -- FINANCES

Section 1. Budget

A. The Steering Committee Members shall approve or amend the Annual Budget.

B. The approved budget will be published in the first issue of the PA Newsletter following the approval.

Section 2. Budget for publication of PA Newsletter.

A. The editor of the PA Newsletter will submit a budget to the Steering Committee Members in sufficient time for it to be included as an integral part of the Annual Budget submitted for approval.

Section 3. Office Expenses:

A. Normal and reasonable expenses (envelopes, stationery, stamps, etc., and prudent and relevant telephonic communications) are authorized reimbursements for PA Officers.

B. Internet access with an on-line service is not considered to be cost effective and therefore not subject to reimbursement. This is not to be taken as restricting in any way the expenses of the PA Editor in printing, assembling, and mailing the PA Magazine, nor is it to restrict him in use of the telephone in carrying out his duties as Editor.

C. All expenses necessary to maintain the PA website www.parche.org will be reimbursed as required.

Section 5. PA Reunions:

A. Any profits generated from a PA Reunion will deposited to the PA Treasury.

B. The PA Treasurer is responsible for auditing the financial accounts of the PA.

C. As soon as possible after a PA Reunion, and in any event within 90 days, the Reunion Committee Chair shall submit a financial report showing authorized revenues, expenses and any profits or losses, to the PA Treasurer. Upon acceptance, the PA Treasurer will provide a copy to the Editor of the PA Newsletter for publication.

Section 6. Financial Reports:

A. The PA Treasurer shall submit a financial report for publication in PA Newsletter. The report shall include, as a minimum; Revenues: Dues, Interest, Other, Total receipts. Expenses: PA Newsletter, Office Expenses, Personal Expenses (if any), Audits, Other, Total Liabilities. The report can be either the past fiscal year or for the four quarter period ending 31 July, but in any event must be consistent.

B. The Chairman of the Scholarship Committee shall submit a Financial Report for publication in the PA Newsletter. The reports shall include, as a minimum; Revenues: Donations, Interest, Other, Total Revenues. Expenses: Scholarships awarded (if applicable), Office expenses (if any), Other, Total expenses. Assets: Cash, Securities, Other, Total Assets. The report can be for either the past fiscal year or for the four quarter period ending 31 December, but in any event must be consistent.

C. Immediately following the close of each calendar year (Dec 31), the PA Treasurer shall provide a Financial Report to the PA Newsletter for information to be included in the PA Tax Return.