By-Laws (revised 3/09)

*These by-laws were passed at the March 2009 EPBP Spouses meeting.

EAGLE PASS BORDER PATROL SPOUSES
BY-LAWS
(effective 03/09)

NAME:

The name of this organization shall be the Eagle Pass Border Patrol Spouses or EPBP Spouses for short

PURPOSE & OBJECTIVES:

To unite the members in the bonds of friendship, good fellowship, and mutual understanding

To take an active interest in the civic, cultural, social, and moral welfare of the community

To assist and provide information of public and personal interest to the organization members and to help newcomers and their families

To have a community project at least once a year that will assist a person, family, or nonprofit organization

MEMBERSHIP:

U.S. Border Patrol employees and their spouse or partner are eligible to be members of the organization. Retired employees and their spouse or partner are also welcome to join.

All Members have a responsibility to pay annual dues promptly.

Members have the right to vote on all matters presented at monthly meeting, as long as they are present when the vote is called.

Every member may cast a vote in the yearly election and every member may hold an executive office if voted in.

DUES:

Annual dues are $30.00. Dues will be valid for one year from the 1st Tuesday of April. Members will be notified to renew membership one month prior to dues expiring at the March meeting. Any member joining after April will be charged on a pro rated basis. Dues are non refundable.

ELECTION OF OFFICERS:

Yearly elections will be held in April run by a committee of non-executive members.

All members will be added to the ballot for each officer position. Any member who wishes to be removed from the ballot for any officer position may do so by submitting their request in writing to the committee prior to the April election.

Votes will be cast using secret ballots. If a member knows they will not be present for the election they may make arrangement with the committee to cast there vote via Proxy. The committee will count the ballots and new officers will be appointed before the end of the April meeting. The new officers duties will begin immediately.

If a member wins multiple positions in the executive committee, they will choose which office they would like to hold. The vacant office will then be awarded to the next highest voted member.

A five (5) member Executive Committee, each holding office for a one-year term will govern the Eagle Pass Border Patrol Spouses Organization. This committee will consist of:

PRESIDENT:

• Presides at all meetings
• Is responsible for the overall leadership and coordination of the organization
• Ensures that monthly meetings occur on the first Tuesday of every month
• Calls any non-scheduled meetings with the organization or the Executive Committee as needed
• Communicates with all executive officers regarding the needs of the organization & shares information that may pertain to the group, including new member information
• Acts liaison between Border Patrol and Welfare & Recreation leadership
• Ensures that a committee has been formed to run annual elections
• Ensures that all members have the opportunity to express their opinions
• Ensures any decisions made, which affect club activities or membership, are done so by a 2/3 majority vote of the members present at the vote

VICE PRESIDENT:

• Takes over the responsibilities of the President whenever the President is unavailable or unable to do so
• Assists the president with any duties that require additional assistance
• Accepts leadership for event planning and organization

SECRETARY:

• Is responsible for keeping accurate records by,

1. Taking & distributing meeting minutes
2. Maintaining member contact information and distributing to members upon request

• Keeps lines of communication open to members by sending out notices and information by email or through most feasible means

TREASURER:

• Maintains all financial records
• Collects dues from all members on the 1st Tuesday of April every year
• Charges members that join after April a pro rated rate at $2.50 per month
• Notifies members every March that membership dues are due at the next meeting
• Receives all organization monies & makes deposits in organization bank account
• Disperses monies as directed by the organization
• Reports the financial status of the organization to officers and members whenever requested

PUBLIC RELATIONS SOCIAL OFFICER:

• Raises awareness of what the EPBP Spouses group can offer within the community
• Informs members of EPBP Spouses of events going on in the community
• Posts notices at the BP stations of events and going-ons in our group
• Is responsible to take over duties of any officer (excluding the president) in their temporary absence

VACANCIES:
Temporary:
In the case of a temporary absence of the President, the Vice President will take over the Presidential responsibilities

In the case of a temporary absence of the Vice President, the Secretary, or the Treasurer, the Social Officer will step in for that officer

Permanent:
If any officer, other than the President, leaves office permanently, the President will hold an election at the next monthly meeting. All members will be notified of the election and given at least one (1) week notice to submit nominations.

If the President leaves office permanently,

• The Vice President may become President. An election will be held to select a new Vice-President
• If the Vice-President declines the position of President, an election will be held for a new President

Forced Removal:
Removal from the executive committee must be with cause. Any officer may be removed from office by a vote with a majority of 2/3. The officer under consideration shall be given sufficient notice of the proposed removal and an opportunity to be heard at the meeting before a vote takes place. The officer under consideration will not be allowed to cast a vote. If the officer voted out is the president, the vice president will conclude the meeting, and follow the guidelines above to fill vacancies.

BY-LAW REVISION:
These by-laws may be altered, amended, repealed or added to by any member of the organization by submitting changes in writing to an officer. A copy of the proposed revisions will be sent to all members via email, as well as posted to the web site a minimum of two weeks before the next monthly meeting. A vote to accept or reject the changes will be held at the next monthly meeting. Changes will be made official by an affirmation vote of not less than a 2/3 majority of present members.

These by-laws have been approved by consensus of the members on this ___________ day of 2009

By Executive Committee

President


Vice President


Secretary


Treasurer


Public Relations Social Officer



Count of members present at the time this revision was voted on _________________
Count of votes for change ________ Count of votes against change________