By Laws

ARTICLE I: MEETINGS

Section 1.

The regular meetings of this Association shall be held at the place so designated by the Board of Directors, and business shall conduct under Roberts’ Rules of order revised. Regular meetings shall be held on the first Wednesday of each month, except when another alternative date shall be specified by the Board of Directors. Normally, no regular meeting shall be held during the months of June, July, and August.

Section 2.

The suggested format of all regular meeting of the Association shall be:

  1. The Pledge of Allegiance
  2. Introduction of new members
  3. Self-Introduction of the members and guests
  4. Report of Executive Committee
  5. Communications
  6. Speaker/Forum
  7. Announcements from the floor

Section 3.

The Board of Directors shall meet once a month preceding the regular meetings.

Section 4.

The Chairman or President may call a special meeting of the Board of Directors. Notification must be given forty-eight (48) hours prior to the meeting advising reason for the meeting. Emergency meeting may be call with out forty-eight (48) hours notice. No business other than that for which the meeting shall be considered.

Section 5.

At all meeting of the Association, a voting quorum shall constitute ten percent (10%) of the total membership.

Section 6.

The first meeting scheduled in January shall be for the installation of officers.

Section 7.

At the meeting of the Board of Directors, fifty-one percent (51%) of the Board of Directors shall constitute a quorum.

Section 8.

The outgoing President’s proposed budget is due at the January In/Out Board meeting, which is to be held prior to the installation meeting. This is to be presented at the Board, then filed in a binder, and passed to each succeeding president who adds his/her report to the file.

ARTICLE II: MEMBERSHIP

Section 1

There shall be three categories of membership: Active, retired and Chartered.

Section 2

Any person desiring to foster or promote transportation, proters endorsed by the Board of directors, shall be eligible for membership.

Section 3

Membership is granted upon submitted application to the Board of Directors and payment of dues.

Section 4

The Board of directors shall have the power to revoke the membership of any member fir cause that they consider detrimental to the welfare of the organization. The member shall be promptly notified in writing by the secretary and have the opportunity to be “heard” by the Board.

Section 5

Application for “Active” memberships shall be on the prescribed form and approved by the Board of Directors and accompanied by dues for the year. Full dues apply. In the event any member leaves employment of an organization which paid for the membership, said member may continue membership upon payment of dues.

Where membership may be transferred without additional approval of the Board of Directors. A member paying dues shall be accorded all the privileges of an active member.

Section 6

The Board of Directors may, by majority vote, designate, “Retiree” membership to any individual considered as worthy of that distinction. They shall be exempt from payment of dues, but shall not be entitled to vote and to hold elective office (except a Retired member serving on the Board of Directors), but in all other respects shall have full membership privileges.

Section 7

The Board, at its discretion, may grant “Chartered” membership, with no dues, to transportation organizations, or persons so designated. Chartered members shall have full membership privileges, including the right to vote and to hold office. All Chairpersons of the Board as well as all “Transportation Person of the Year” are eligible for the chartered membership.

ARTICLE III: FINANCES

Section 1.

The fiscal year shall begin on the 1st day of January of each year.

Section 2.

The dues for active members are payable on or before the last day of January. In December, the Treasurer shall mail statements of the annual dues. A second statement will be sent mid-February. All members in arrears on April 1st will be automatically dropped from the roster.

Section 3.

There shall be no general assessment levied on the entire membership except with the approval of the majority of the membership present at a meeting called for the purpose of voting upon such general assessment.

Section 4.

The funds of the Association shall be deposited by the Treasurer in bank accounts approved by the Board of Directors.

Section 5.

General funds of the Association over $500.00 may be set aside for a particular purchase, as may be directed by the Board of Directors, and require a two-thirds (2/3) vote of the members present at any regular meeting.

Section 6.

Checks shall be signed by two (2) members if the Executive Committee: The Treasurer and one (1) other authorized signature. There shall be four (4) signatures authorized: Treasurer, Chairman of the Board, President and 1st Vice President.

Section 7.

An auditing Committee, consisting of three (3) members, appointed by the president, shall examine the accounts of the treasurer at the end of fiscal year. A current disposition of all assets will be given and the auditing Committee will present its report to the Board of Directors.

Section 8.

Proceeds from the June Scholarship Golf Classic will dedicated to the Scholarship fund as directed by the Board.

Section 9.

When payments to the club are on a change account, Visa or MasterCard, there will be a handling charge of 3 % on every transaction with a minimum charge of $1.00.

ARTICLE IV: OFFICES

Section 1.

The offices of the Association shall be:

Section 2.

All officers shall be installed into office at the January meeting, or any joint installation program of the Traffic Clubs in the Portland area. All officers serve a term of one (1) year.

Section 3. CHAIRMAN OF THE BOARD

The Chairman of the Board of Directors shall be the Chief Executive Officer of the Association. The Chairman shall set the agenda, preside over all Board of Director’s meetings, and perform all other duties that pertain to the office of Chairman of the Board of Directors.

Note: The title of the Chairman of the Board is generic.

Form of address: Mr. Chairman or Madam Chairman.

(If for any reason the Chairman of the Board cannot complete his/her term, the Board will select a new Chairman of the Board from list of past chairpersons or past Presidents.)

Section 4.

PRESIDENT

The President shall preside at all general meetings of the Association at all times. The president shall appoint regular and special committees and fill vacancies therein, keep informed of the work of all committees, and shall promote the best interest of the Association, and endeavor to execute policies determined by the Board of Directors. The President shall be responsible for an annual “In-Out Board Meeting” for the incoming and outgoing Board, to be held in December, to ensure a smooth transition of officers and their duties. The outgoing president shall become Chairman of the Board of Directors. In the event the outgoing President becomes unable to serve as Chairman of the Board of Directors, the incoming Board if Directors will select a new Chairman of the Board from a list of the past chairmen or past presidents.

Section 5.

1st VICE PRESIDENT

In the absence of the President, the 1st Vice President shall perform the duties of that office. In the permanent absence of the President, the 1st Vice President shall become President. The 1st Vice president shall Chair the “Transportation person of the Year” award to be presented at the annual installation of officers. The 1st Vice President shall be responsible for Chairing or appointing a Chairman of the annual Spring Scholarship Golf Classic. The outgoing 1st Vice President shall become President. In the event the 1st Vice President becomes unable to serve as president, such office shall be filled by 2nd Vice President.

Section 6.

2nd VICE PRESIDENT

In the absence of the President and the 1st Vice President, the 2nd Vice President will perform the duties of the President. The 2nd Vice President shall be responsible for the monthly newsletter and monthly meeting notice. The 2nd Vice President shall be responsible for Chairing or appointing a Chairman for the annual fall golf tournament. The outgoing 2nd Vice President shall become the 1st Vice President. In the event the 2nd Vice President becomes unable to become the 1st Vice President, such office shall be filed by general election.

Section 7.

TREASURER

The treasurer shall supervise the collection of dues and all money due the Association, and shall be custodian of all funds of the Association and shall pay out said funds only as provided herein, or as directed by the Board, and shall keep itemized account of all receipts and disbursements and shall submit a monthly report of the finances of the Association of the Board of Directors, and shall perform all of the duties that pertain to the office of Treasurer. The Treasurer shall be bonded for twenty-five-thousand dollars ($25,000.00) at the expense of the Association, with the bond lodged with the President.

Section 8.

SECRETARY

The Secretary shall generate correspondence and keep a record of board meeting (minutes). The Secretary shall be responsible for maintaining the incorporated status of the Association with the State of Oregon. The Secretary shall be responsible for pick-up and distribution from the Post Office Box one a week.

ARTICLE V: DIRECTORS

Section 1.

In November, the membership shall elect a Director of each of the following Directorships, when vacant, and each Director shall be expected to attend Board meetings.

  1. RETIREES: Service two (2) years or as determined. Liaison between Board of Directs and retired members. Form Committee to telephone members to verify attendance fir meetings. Coordinate annual retiree Luncheon and annual Vern Smith Memorial Charity Mission in December.
  2. PROGRAM: Service two (2) years. AMENDED FROM ONE (1) YEAR 2-21-2002 Provide monthly meeting location and select speaker for regularly scheduled meetings; will work in concert with the Membership Director to complete meeting notices.
  3. MEMBERSHIP: Service two (2) years. Send membership forms to potential members. Notify acceptance of membership. Maintain membership database monthly, and publish yearly membership roster.
  4. WAYS AND MEANS: Service one (1) year. Sells raffle tickets at meetings and arrange for raffle donations. Coordinates fund raising activities.
  5. SCHOLARSHIP: Service two (2) years. Select recipients for scholarships. (See section 6 for complete description).

Section 2.

As needed, the President may appoint/or disband committees. The Chairperson of the said committee(s) shall be required to either attend board meeting to report the progress of the committee and its function or submit in writing to the board the progress of the committee and its function. The Chairperson does not have board voting rights. This report must include, but will not be limited to: a budget for expenditures and complete receipts for payment of expenses related to the function the committee was created to complete.

Section 3.

The Director each standing Committee shall appoint such members as needed their respective committees.

Section 4.

The management of affairs of the Association, the direction of its work, and the control of its property, shall be vested in the Board of Directs, except the Board of Directors may submit to the membership any matter that, in its judgment, requires the consideration of the membership as a whole.

Section 5

The Directors shall serve without compensation.

Section 6

The Scholarship Director shall appoint a scholarship committee and they select appropriate candidates as recipients of the scholarship awards. To promote education in the fields of traffic and transportation and related fields, the Association will award not more than three (3) scholarships, based on scholastic ability and potential, professional interest, and character. Any student enrolled in an accredited institution of higher learning offering courses in transportation, traffic, management and related field: i.e., Marketing, Economics, Accounting Distribution, Warehousing, Purchasing, etc., and who intends to pursue a career in these areas, shall be eligible to apply in Oregon and Washington.

ARTICLE VI: NOMINATION OF OFFICERS

Section 1.

During the September Board of Directors meeting each year the directors shall appoint a committee who shall consist of the outgoing Chairman of the Board, President, and three (3) individuals, duly appointed by the Board of Directs, and who are members in good standing. These individuals may not be existing officers in the Association or members of the Board. This committee shall nominate candidates for each elective position, and shall present its nominations to the Secretary to mail or fax names of the nominees to each member prior to the October meeting.

Section 2.

At the October meeting of each year, any member in good standing may nominate candidates for any elective position, but no member shall be entitled to nominate candidates than one person for each elective office.

Section 3.

It shall be the duty of the President to obtain the consent of the nominee, and to advise the Secretary.

Section 4.

No candidate may run for more than one office, and only members nominated in accordance with Sections 1 and 2 of this Article will be eligible for election.

Section 5.

Prior to the November meeting of each year, the Secretary shall mail or fax to all members a ballot consisting of those individuals quaffing as nominees to office.

Section 6.

Each active member in good standing at the date of an election or other vote shall be entitled to cast one vote (for each office to be filled or other issue to be voted on).

Section 7.

All details of the election, including the preparation, receiving and continuing of ballots, shall be under control of an election committee, consisting of three members to be appointed by the president. The election committee shall adopt such rules and regulations as will ensure the secrecy of the ballots, and shall report the results of the election to the board of Directors.

ARTICLE VII: AMENDMENTS

These by-laws may be amended at any regular meeting, notice having been given the entire active membership, in writing, at least thirty (30) days prior to the meeting. A vote by three-fourths (3/4) of those preset shall be necessary for adoption.

ARTICLE VIII: PARLIAMENTARY PROCEDURE

Roberts’ Rules of Order Revised shall govern in all cases wherein they do not conflict with the rules of this organization.

ADOPTED:

October 11th, 1989 - Portland, Oregon

REVISED:

April 1, 2003 - Portland, Oregon

SIGNED:

_________________________, CHAIRMAN OF THE BOARD

_________________________, PRESIDENT

_________________________, 1st VICE PRESIDENT

_________________________, 2nd VICE PRESIDENT