JANE AUSTEN SOCIETY OF NORTH AMERICA
Metropolitan Kansas City Region Bylaws
Updated August 11, 2018
ARTICLE 1 — NAME, PRINCIPAL OFFICE, AND AFFILIATION
Section 1. Name. The name of this organization shall be “The Jane Austen Society of North America, Metropolitan Kansas City Region” [JASNA-KC], herein after referred to as the “Region”.
Section 2. Principal Office. The principal office shall be located at the Regional Coordinator’s address.
Section 3. Affiliation. The Region is a region of The Jane Austen Society of North America (JASNA) and is thus part of JASNA. It is required to operate in conformity with the purposes and bylaws of JASNA and the practices adopted by the JASNA Board of Directors for regions.
ARTICLE 2 — PURPOSE AND OBJECTIVES
Section 1. Purpose and Mission. The Purpose and Mission of the Region are the same as those of JASNA. The Purpose of the Region is to promote discussion and encourage the exchange of ideas among readers who enjoy the works of Jane Austen. The Mission is to foster among the widest number of readers the study, appreciation, and understanding of Jane Austen’s works, her life, and her genius.
Section 2. Nonprofit Status. The Region, by virtue of its affiliation with JASNA, is a nonprofit organization. No part of the assets or income of the Region shall be distributable to or accrue to the benefit of its individual members or officers.
Section 3. Dissolution of the Region. In the event of dissolution of the Region, no member shall be entitled to any distribution or division of its remaining property or proceeds therefrom, except as payment for existing debts of the Region. The balance of all money or other property received or held by the Region from any source after the payment of all debts and obligations of the Region shall be surrendered to JASNA.
ARTICLE 3 — MEMBERSHIP AND MEETINGS
Section 1. Qualifications. To be a voting member of the Region, a person must be a member of JASNA in good standing, which means paying national dues and any applicable regional dues. All JASNA members are entitled to join the Region and may join multiple regions.
Section 2. Friends. JASNA-KC recognizes “Friends of the Kansas City Region.” The Friends are not members of the national organization so would not be called a Region member as stated in Article 3 Section 1.
Section 3. Open meetings. Whether a meeting is open or closed to the public will be determined in advance of each meeting. The member or Friend hosting an event needs to relate this information in the meeting invitation/announcement.
Section 4. Dues. Members pay dues directly to JASNA. JASNA-KC does not collect Region dues.
Section 5. Regular Meetings. JASNA-KC regular meetings and programs will be held on dates and times established by the Regional Coordinator [RC], Executive Committee [ExCom] and/or event host. Notice of meetings and programs shall be given to all Members and Friends as soon as they are known or at least thirty [30] days prior to each event.
If possible each meeting or program should include a social time scheduled either before or after the event and mentioned in the meeting announcement.
JASNA-KC meets a minimum of five times yearly, including, 1). Planning meeting, 2). Box Hill Picnic, 3). December birthday party.
It is preferable for program ideas to be presented at the yearly planning meeting so members can express interest or no in the various ideas offered. This also allows for establishing an advance calendar.
Section 6. Fiscal Year. The fiscal year of the Region shall be the same as JASNA’s fiscal year, beginning September 1 and ending on the following August 31.
Section 7. Reporting Requirements. By November 1, the Region’s Treasurer shall complete and return the Financial Report form provided by the JASNA Treasurer. By November 1, the Regional Coordinator shall complete and return the Region Report form provided by the JASNA Vice President of Regions.
ARTICLE 4 — REGION OFFICERS
Section 1. Designation of Officers. The Region’s officers shall include the Regional Coordinator [RC], Regional Treasurer [RT], and Regional Secretary [RS]. The officers shall manage the affairs of the Region and exercise all the duties and powers of the Region as set forth in these by-laws.
Section 2. Term of Office. JASNA-KC’s elected officers shall serve for a term of two (2) years and may be re-elected for up to two (2) additional terms. No officer shall be eligible to serve for more than three consecutive terms in the same office. The term of office shall commence on December 16 and end on December 16 two years hence. For continuity, the officer’s terms will be staggered
Section 3. Nominating of Officers. Region members may nominate other members or themselves for office by submitting an individual’s name for the ballot. Only individuals who are members in good standing of JASNA and the Region may be elected to office. Nominations may NOT be made from the floor.
Nominations must be submitted to the RC in writing no later than (60) sixty days prior to the election of officers. At least (30) thirty days prior to the election, the RC shall submit to the Membership a slate listing all of the nominees who are members in good standing and eligible for election. The Executive Committee shall be responsible for conducting the election.
Section 4. Election. The election of the RC, RT and RS shall be held at the annual planning meeting. A quorum consisting of at least 15 percent of the members of the Region must be present for the election to be conducted. If a quorum is not present, the election shall be held at a special meeting called for that purpose or at the next regular meeting of the members at which a quorum is present. A member is elected to office by a majority vote of the members at the meeting. No member shall vote or be represented by proxy.
Advance voting by e-mail or mail is allowed if the member requests an e-mail or paper ballot at least two weeks before the election meeting. In order to be counted, the completed e-mail or paper ballot must be received by any Executive Committee member the day before the election.
Section 5. Executive Committee. The ExCom shall consist of all elected officers of the Region and past RC. This group will manage the affairs of the Region and exercise all the duties and powers of the Region as set forth in these by-laws. The ExCom shall hold meetings as often as it deems necessary to diligently conduct business.
Proposals requiring expenditures of more than $200 as well as any requests for reimbursement for items or services purchased for $200 or more on behalf of the Region must be approved in advance by a majority of the Executive Committee. Receipts must be furnished before reimbursement may be made.
Section 6. Duties of the Regional Coordinator. Serves as the representative of the Region to JASNA and of JASNA to the Region by informing JASNA of programs, meetings and regional activities and by disseminating information received from JASNA and other Regions to JASNA-KC members. Attends the JASNA Annual General Meeting if possible and participates in the Regional Coordinators’ meeting while there. Presides over meetings and has general charge of the affairs of the Region. May delegate duties to the Treasurer, Secretary and willing volunteers.
Proposals requiring expenditures of less than $200 as well as any requests for reimbursement for items or services purchased for $200 or less on behalf of the Region must be approved in advance by the Regional Coordinator. Receipts must be furnished before reimbursements may be made.
Section 7. Duties of the Treasurer. Has charge and supervision of the Region’s finances, securities, and books of account. Has custody of all the funds of the Region. Has full authority to receive money and give receipts for all money due and payable, and to endorse checks. Prepares an annual budget and apprises the RC and members of the Region’s financial status. Renders any financial reports required by JASNA. [Note that JASNA recommends that one member be in charge of “money in” to the account, and another member be in charge of “money out” of the account. JASNA-KC currently operates with the RC in charge of “money in” and the treasurer [RT] in charge of “money out.”
Section 8. Duties of the Secretary. Records the minutes of all planning and business meetings as needed and distributes the minutes to RC and region members. Keeps copies of all minutes of meetings in the Region’s Record Book. May assist the RC in other miscellaneous duties.
Section 9. Duties of the immediate Past Regional Coordinator. May advise and is a voting member of the Executive Committee.
Section 10. Duties of the Regional Librarian. Maintains the collection of books and media owned by the Region and circulates them to members at their request. This is a volunteer or appointed position and may be shared among the members. Each election meeting should offer an opportunity for the current Librarian to resign, continue, and/or add a partner. The Librarian is not a member of the Executive Committee.
Section 11. Vacancies. These shall be filled for the remaining unexpired term. Members shall be notified of vacancies in any office resulting from any cause other than expiration of the term. The RC may make a temporary appointment to the vacancy until members can vote on the permanent replacement. If the RC position is vacant, the remaining ExCom may make a temporary appointment until members can vote on the permanent replacement. Nominations will be taken prior to the next meeting of members. The election shall be held at the next meeting, and the candidate receiving a majority of the votes shall be elected.
Section 12. Resignation of Officers. Any Officer may resign at any time by giving written notice to the RC. The RC may resign at any time by giving written notice to the ExCom. Notice of intent to resign should be given a reasonable time prior to the date of resignation if possible.
Section 13. Removal of Officers. The ExCom has the authority to recommend to the Region that an Officer should be removed when, in the judgment of the ExCom, removal would be in the best interests of the Region. The recommendation shall be voted upon by Region members at the next general meeting at which a quorum is present and will be determined by a vote of two-thirds of the members at the meeting. No member shall vote or be represented by proxy.
ARTICLE 5 — AMENDMENTS TO BY-LAWS
Section 1. Changing the by-laws. Amendments to the by-laws may be made at any regular meeting. Proposed amendments must be submitted in writing (this includes e-mail) to the members at least thirty (30) days prior to the meeting at which they will be considered. Adoption of an amendment shall require a vote of two-thirds of the members at a meeting at which a quorum is present.
Section 2. Effective Date. These by-laws are effective upon adoption by a two-thirds vote of the members present at the time of their passage.