BYLAWS OF THE HOUSE OF DENMARK
ARTICLE I NAME
1.1 This association shall be known as “The House of Denmark” of the House of Pacific Relations located in Balboa Park, San Diego, California.
1.2 Members of the House of Denmark are also members of the House of Pacific Relations.
ARTICLE II PURPOSE
2.1 The purpose of the House of Denmark is to promote the general knowledge of Denmark and its culture and to promote the goodwill of the House of Pacific Relations.
ARTICLE III MEMBERS AND MEMBERSHIP
3.1 Membership in the House of Denmark shall be open to any person, 18 or more years of age, who is of Danish birth or descent, or who is a spouse of a person of Danish birth or descent.
3.2 There is no minimum attendance requirement for maintaining membership. However, all members, unless otherwise exempted, are required to take their turn as host or hostess on Sunday afternoons when the House of Denmark is responsible for opening the cottage to the public.
3.3 Members, seventy-five or more years of age, may be exempted from serving as host or hostess.
3.4 Dues are to be determined by the Board of Directors, payable at the January meeting. Memberships unpaid by April 1st of any year shall be submitted to the Board by the Treasurer at its next meeting, after which, a member of the Board shall contact the members concerning the unpaid dues and inquire if they wish to continue their membership. If there is no affirmative response and payment of dues within thirty days of said contact, or if a member cannot be contacted, the Board at its next regularly scheduled meeting may resolve to terminate the memberships for failure to pay dues. The Board shall notify each member of such termination.
3.5 A member of the House of Denmark may terminate his or her membership at any time by written notification to any Board member.
ARTICLE IV GENERAL ORGANIZATION
4.1 The responsibilities and duties of the members and officers of the House of Denmark shall be determined first by the Bylaws of the House of Pacific Relations, where applicable, and secondly by the Bylaws of the House of Denmark.
4.2 There shall be a general meeting once a month, except for the months of July and August. A quorum of ten members is required to conduct any official business of a regularly scheduled meeting. The meetings are to be held on second Saturday of each month, beginning at 1:30 p.m. at the House of Denmark unless a change is announced at the preceding meeting and at least ten days advance notice thereof is mailed to all members. Notice in the current month’s newsletter will suffice. A social event sponsored by the House of Denmark may take the place of a regular monthly meeting.
4.3 Most business of the House of Denmark may be conducted informally without requiring strict adherence to parliamentary procedure. However, procedural disputes will be determined by Robert’s Rules of Order as most newly revised if not inconsistent with the Bylaws of the House of Pacific Relations or the House of Denmark.
ARTICLE V OFFICERS/BOARD OF DIRECTORS
5.1 The officers shall consist of a President, Vice-President, Secretary, Treasurer, Social Secretary, and four Trustees. The Board of Directors shall consist of the above officers and the immediate past President. No member can be elected as an officer unless he or she has been a member of the House of Denmark for at least six months prior to such election or appointment.
5.2 The President and Vice-President shall be the two Delegates to the House of Pacific Relations. Two Alternate Delegates will be appointed by the President.
5.3 The Board of Directors shall constitute the governing body of the Association and shall manage the affairs of the Association.
5.4 The President shall call a Board meeting at least once each calendar month unless the Board decides at a prior meeting that a meeting is not necessary for the next month. A quorum of five is required to officially constitute a Board meeting. If the President is not available to call a meeting, then the Vice-President, or Secretary, or Treasurer, or Social Secretary shall do so in that order.
5.5 Expenditures up to $500.00 per month may be approved by a majority of Board members present at a regularly called Board meeting. Expenditures for social events and the annual lawn program are exempt from this limit.
5.6 Expenditures of over $500.00 for any single object, purpose, or item must be submitted by the Board to the general membership of the House of Denmark for approval. Such approval shall be by majority vote of the members present at a general meeting, provided at least ten days advance notice has been mailed to all members at their last known address, announcing that approval of such expenditure will be requested at the next general meeting. Notice in the current edition of the monthly newsletter or at the previous monthly meeting is sufficient.
ARTICLE VI DUTIES OF OFFICERS
6.1 PRESIDENT: The President shall preside at all meetings of the Board and the monthly membership meetings. He or she shall appoint all committee chairmen and be ex-officio member of all committees, except the Nominations Committee. He or she shall appoint all appointive officers and shall perform such other duties as usually pertain to the office of President. The President shall appoint an Audit Committee to audit the Treasurer’s books at the end of each term of office.
6.2 VICE-PRESIDENT: The Vice-President shall be present at all meetings of the Association and the Board of Directors. He or she shall perform the duties of the President in his or her absence, and such other duties as may be assigned by the President. He or she shall be responsible for planning and coordinating the annual lawn program and other social events.
6.3 SECRETARY: The Secretary shall be present at all meetings of the Association and the Board of Directors. He or she shall keep minutes of these meetings, perform all official correspondence required by the President or the Board of Directors, and perform other related duties as requested by the President. The Secretary will read and seek approval of such minutes at subsequent meetings.
6.4 TREASURER: The Treasurer shall be present at all meetings of the Association and the Board of Directors. The Treasurer shall receive all dues, issue membership cards to members, and maintain an up-to-date roster of the membership. He or she shall pay all properly incurred bills, and shall deposit all monies received to the credit of the Association in such depositories as are approved by the Board of Directors. He or she shall keep book accounts of receipts and expenditures, which shall be approved by and open at all times to the inspection of the Board of Directors. The Treasurer will submit a detailed financial report for approval to the Board at its regular meeting and a general report at the regular membership meeting.
6.5 SOCIAL SECRETARY: The Social Secretary shall be present at all meetings of the Association and the Board of Directors. He or she will compile, monitor, and distribute the Host and Hostess roster and monitor the floating cottage key. Publications of the Host and Hostess roster in the monthly newsletter will substitute for the roster, provided a current copy is posted in the cottage.
6.6 TRUSTEES: Trustees shall be responsible for the upkeep and maintenance of the cottage, to inventory the property of the House of Denmark, and to replenish the items expended during meetings, Sunday hosting, and social events, such as paper plates, plastic utensils, paper towels, napkins, cups, etc.
6.7 Any officer who is no longer able to perform his or her duties due to illness, etc. shall notify the President who will then appoint a replacement for the remainder of the term of such office. Such a replacement must be qualified for the office to which he or she is appointed.
ARTICLE VII ELECTION AND TENURE OF OFFICERS
7.1 Not later than 90 days prior to the November general meeting, the President will appoint a nomination committee consisting of three members, at least one of whom is not a member of the Board. The nomination committee shall submit a slate of candidates by the October membership meeting to be voted on by the members present at the November meeting. The committee will contact each prospective nominee to ascertain his or her willingness to serve before placing their name on the slate.
7.2 The term of office shall be for one year beginning the next January 15th. No President shall serve more than two consecutive terms.
7.3 The President will appoint two members to act as a membership and welcoming committee for new members. The committee will determine prospective members’ eligibility and insure proper introduction to the House of Denmark, its Officers and Bylaws.
ARTICLE VIII USE OF THE COTTAGE
8.1 The House of Denmark cottage may be used for non-profit purposes by any member upon obtaining written approval from the Board and the payment of a fee of $5.00. Application shall be make to the President in sufficient time to obtain Board approval. A Board member shall be present at all times during such usage and the using member shall be responsible for any damage, breakage, loss, or other liability while occupying the cottage.
ARTICLE IX AMENDMENT OF THE BYLAWS
9.1 Amendment of the Bylaws may be accomplished at any regularly scheduled meeting, provided advance notice of the intention to amend the Bylaws and the proposed amendment(s) is mailed to all members in time to be received at least ten days prior to the meeting. Notice in the current month’s newsletter will suffice. To be adopted, an amendment or amendments must receive a majority vote of the members present at said meeting, provided a quorum is present.