Proposed By-Laws for HO Division of PMRC

I. Office of President.

     A. The Candidate for President of the HO Division of the Pensacola Model Railroad Club must be a member in good standing.

     B. The President shall be responsible for conducting the monthly business meeting and any subsequent needed business meetings.

     C. The President shall appoint Chairman of any need Committees.

     D. He shall appoint a Show and Layout Coordinators for all attending Model Railroad shows.

II. Office of Vice President.  

     A. The Candidate for Vice-President of the HO Division of the Pensacola Model Railroad Club must be a member in good standing.

     B. The Vice-President shall assume the position of Acting President at any meeting the President is unable to attend.

III. Office of Treasurer

     A. The Candidate for Treasurer of the HO Division of the Pensacola Model Railroad Club must be a member in good standing. 

     B. The Treasurer shall establish and maintain checking and savings (as appropriate) to contain the Division's funds.

      C. A report of the available funds shall be made a each monthly Business Meeting to include income and detailed expenditures.

      D. An annual audit shall be performed informally (Non-CPA Audit) and reported the December Business meeting.

      E. The Treasurer shall maintain a record of members membership and collected dues. A member more that three (3) months in arrears shall be placed in a "Pending" (i.e. Not Good Standing) status. Exceptions in the arrears standing may be granted for medical, family or military absents. 

      F. The Treasurer shall be available collect dues at each meeting.  If the Treasurer is not available for a meeting, the President shall appoint a short-term substitute from the available officers. Monies collected shall the receipted and a timely deposit in the bank made, which shall be reported to the Treasurer as soon as he/she is available.  

IV. Office of Secretary

      A. The Candidate for Secretary of the HO Division of the Pensacola Model Railroad Club must be a member in good standing. 

      B. The Secretary shall record the proceedings of each Business meeting and report same at the following Business Meeting.

      C. The Secretary shall maintain a library of all Business Meeting minutes for historical purposes.

      D. The Secretary shall maintain a detailed record of each member to include:

         1. Name

          2. Address, telephone number and e-mail addresses

          3. Preferred prototype carrier, if any.

          4. Date joined club.

          5. Whether or not the members are NMRA member. 

V. Elections

      A. All four offices of the Division shall be voted on annually.

      B. Nominations for each office shall be taken at the November Business Meeting and remain open until the selected time of election at the December meeting.

VI. Membership.

     A. New membership in the club requires:

         1. Participation in at east three (3) Division meetings, at least one (1) of which shall be a Business Meeting, unless voted on to by-pass by two-thirds of the attending members. A Division meeting may be any scheduled activity of  the club (i.e. Regular business meeting, Train show operating sessions, Run or Operations nights, and layout maintenance work)

         2. Payment of pro-rated dues as of the date of entry. Either the monthly amount or the lump-sum, prorated amount is acceptable.

VII. Dues.

     A. Annual dues commence of 1 January and end on 31 December of each year.

     B. The amount of dues shall be decided at a Business Meeting and subsequently confirmed at the next Business Meeting.

          1. This should be reported in the Minutes of the Business Meeting.

          2. A two-month discount can be applied to any member who pays for his dues on an annual basis prior to the end of the business meeting in April of the effected year.

     C.  Dues shall be established for those paying on a monthly basis and those paying on a discounted annual basis. The discount shall consist of two (2) month's dues.

        1. Pro-rated dues shall be determined by dividing the annual dues by 12 and multiplying by the numbers of months remaining before the next annual dues payment date. If an early discounted payment I desired, divide the 10-month total by the same manner as monthly payments.

         2. Active military members may be carried in a full membership status during extended (in excess of 90 days) deployment outside of the Pensacola area. From the date of deployment until their return or voluntary request, their payment status SHALL be held in suspension, to be applied to their owed dues on return.

         3. Membership shall be place in an IN-ACTIVE status when dues are more than three (3) months in arrears. Members that have allowed their membership to lapse for greater than three (3) months may regain active status by paying the current month’s dues and back dues for TWO (2) months.

VIII. Show Coordinator

   A. The Show Coordinators shall be responsible for contacting the show sponsor for details of our participation including :

      1. Show location

      2. Size of area assigned to our display.

      3. Date and times of the show as well as the set-up dates and times.

      4. Ascertain for out-of-town shows any arrangements for accommodations for participants.

      5. Obtain a list of volunteers to attend.

      6. For multi-day shows, prepare a "Run/Track" schedule of participants to ascertain where voids might exist in participation.

IX. Layout Coordinator

    A. Co-Ordinate with the Show Coordinator regarding the allocated  area size for our layout.

    B. Design a layout to fit with-in the allocated area for the layout.

    C. Arrange for towing of the layout trailer to the show.