THE BYLAWS OF THE PORTLAND SCIENCE FICTION SOCIETY
(Current including October 11th, 2003
changes)
|
THE BYLAWS OF THE PORTLAND SCIENCE FICTION SOCIETY
(Current including October 11th, 2003
changes)
|
- To define the functions and particulars of the Portland Science Fiction Society not expressly defined in the Constitution and Articles of Incorporation.
- Whenever possible, these Bylaws should be interpreted by intent first, rather than by literal wording.
"Activities": Non-repeating PorSFiS sponsored events. (i.e. not a business or social meeting)
"Afters": An unofficial social event that takes place after a business or officer meeting at a place and time determined at that meeting, generally for the purpose of social interaction.
"Appointed positions": Non-officer positions designated to perform specific functions. Appointed positions are listed in Article V, Section 2 of the Articles.
"The Articles": The Articles (Constitution) of the Portland Science Fiction Society.
"Business office": The Registered Office as listed on Item 4 of the State of Oregon Articles of Incorporation-Nonprofit form 112.
"Current copy": A copy dated no earlier than the last business or officer meeting.
"ORS": Oregon Revised Statute (State Law).
"OSFCI": Oregon Science Fiction Conventions, Incorporated.
"Petty cash": An amount of cash funds not to exceed $50.
"Porsfis" or "PorSFiS": The unofficial name ("nickname") of the Portland Science Fiction Society.
"Presiding officer": The officer present who stands highest in the order of precedence (Section 5.4).
"Resident officers": All currently filled officer positions.
"Regular member": A dues-paying member, used to differentiate from an honorary member, who is not legally a member of the corporation.
"Remaining officers": All currently filled officer positions with the exclusion of the President.
- An Honorary member shall be defined as an individual who has been given the right to attend all meetings and functions of the Portland Science Fiction Society as if that individual was a member. An honorary member is NOT a member as defined by ORS 65.001(22)(a).
2.1.2 Selection - An individual shall be selected for honorary membership on the basis of services performed for the Portland Science Fiction Society or on the basis of favorable publicity or notice that the individual can provide by being an honorary member. Honorary members are selected by the officers and proposed at any business meeting. The members present shall then vote to approve the selection, a simple majority of "yes" votes shall confirm the honorary membership.
2.1.3 Honorary Member List - A list of honorary members shall be maintained by the Secretary and a copy shall be kept at the business office.
2.1.4 Ed Foster - To reflect his longtime service to this organization, Ed Foster shall be Honorary Member #001.
2.1.5 Founders - To honor the original members of PorSFiS, the following individuals are granted honorary member status and shall have the following honorary membership numbers:
| John Andrews | Honorary Member | #002 |
| Sam Butler | Honorary Member | #003 |
| Carl Bennett | Honorary Member | #004 |
| Debbie Cross | Honorary Member | #005 |
| Mike Garlock | Honorary Member | #006 |
| Marc Wells | Honorary Member | #007 |
| Roger Wells | Honorary Member | #008 |
2.1.6 Member Numbers - To reflect their non-voting status, honorary members shall have member numbers below 100.
2.1.7 Dual Membership - In the event that an honorary member also holds a regular membership, that member must use their regular membership number on all ballots in order for those ballots to be counted.
2.1.8 Revocation of Honorary Membership - Since an honorary membership is not a true and legal membership, it may be revoked at any time at the discretion of the resident officers.
2.1.9 Honorary Membership Term - The length of an honorary membership shall be decided by the resident officers when the honorary membership is bestowed.
- All regular members are entitled to vote in all elections.
2.2.2 Newsletter - All members are entitled to a copy of the newsletter (The Pulsar) at no charge.
2.2.3 Membership Card - All members shall be provided a membership card with a member number.
2.2.3.1 Member Number - All regular members shall have member numbers starting with and proceeding from 100. Initial numbers shall be assigned alphabetically by last name, with a sole exception noted in Section 2.2.3.2.
2.2.3.2 Debra Stansbury - In recognition for her exceptional service to the organization over the last few years, Debra Stansbury shall be member #111.
2.3 Additional Membership Classes - There are no additional membership classes at this time.
2.4 Membership Rates - the membership rates for 2003 are as follows:
Personal Membership - $20
Family Membership - $30
Lifetime Membership - $400
Introductory Rate - 50% off Personal or Family memberships
The Introductory rate shall be valid only for the first year of membership for individuals or families who have never before held a membership in the Portland Science Fiction Society.
2.5 Revocation of Membership - A member may be expelled from the Portland Science Fiction Society for non-payment of dues or for misconduct. In either case, a revocation vote is held to expel the member (see Section 4.5). Unpaid memberships shall be suspended prior to actual revocation.
2.6 Reminder Notice - The Vice-President shall send a notice to each member at least 30 days prior to their membership expiration date reminding them that their dues must be paid to remain a member of the Portland Science Fiction Society.
2.7 Services Rendered or Other Compensation as Payment - A membership may be paid for by services rendered or by other means of compensation in place of monetary payment, provided that the officers agree that the value of the services or other compensation equals or exceeds the value of the membership. Approval to pay a specific membership in this manner shall be voted upon by the officers each year. Only annual memberships may be paid in this manner, lifetime memberships must be paid by cash, check or money order.
3.1 Regular Business Meetings - Regular business meetings shall be held on the second Saturday of each month, in accordance with Article VIII Section 1 of the Articles.
3.1.1 Annual Meeting - In accordance with ORS 65.021 and Article VIII Section 1 of the Articles, the annual meeting shall take place during the April business meeting on the second Saturday of April. At this meeting, the President and the officers shall report on the activities and the financial condition of the organization.
3.1.2 Minutes - The Secretary shall take the minutes at each business meeting, and shall furnish a copy for publication in the newsletter and on the website.
3.1.2.1 Contents - The minutes shall contain a list of the members present, all items discussed during the meeting, motions made (the motion, who made it, and whether or not it was passed), actions taken, and items deferred until the next meeting. The minutes may contain other information as deemed necessary.
3.1.3 Agenda for the Next Meeting - Within 14 days of the meeting, the agenda for the following meeting shall be posted on the Website (http://www.porsfis.org). The agenda shall also be published in the following issue of the newsletter.
3.2 Special Business Meetings - Special business meetings shall be held as required to cover events and issues that require action before the next scheduled business meeting. The President shall set the time, date and place for the meeting, and shall ensure that the entire membership is notified.
3.2.1 Minutes - The Secretary shall take the minutes at the special business meeting, and shall furnish a copy for publication in the newsletter and on the website.
3.2.1.1 Contents - The minutes shall outline the reason for the special meeting, the members present, the items discussed during the meeting, and any actions taken or voted upon during the meeting. They shall also contain any changes to the agenda for the next scheduled business meeting. The minutes may contain other information as deemed necessary.
3.2.2 Changes to the Agenda - Within 3 days of the meeting, any changes to the agenda for the following scheduled meeting shall be posted on the Website (http://www.porsfis.org).
3.3 Social Meetings - A monthly social meeting, titled "alt.porsfis", shall be held as an official function on the fourth Saturday of each month, provided a hosting site can be found for it at least 30 days before the event is to occur. The social meeting is not a business meeting unless a special business meeting has been called that coincides with the date, time and place of the social meeting.
3.4 Absence of Officers - 2 or more officers are required to run a business meeting. 3 or more officers are required to run an officer meeting. This number plus the number of members present at the meeting constitutes a quorum. If the minimum number of officers cannot be assembled for the meeting, then no official business may be conducted.
3.4.1 Absence of the President - If the President is not present at the meeting, the presiding officer shall preside over the meeting.
3.4.2 Absence of the Vice-President - If the Vice-President is not present at the meeting, the Treasurer shall enforce the Rules of Order. If the Treasurer is also not present the Secretary shall enforce the Rules of Order.
3.4.3 Absence of the Treasurer - If the treasurer is not present at the meeting, any actions requiring the Treasurer's action shall be recorded at the meeting's end and submitted to the Treasurer at the earliest opportunity.
3.4.4 Absence of the Secretary - If the secretary is not present at the meeting, the Vice-President shall take minutes for the meeting. If the Vice-President is also not present the Treasurer shall take minutes for the meeting.
3.5 Annual Picnic - An annual picnic shall be held in August in place of either the August business meeting or the August social meeting. If in place of the August business meeting, normal business shall be conducted at the start of the picnic before the food is served. The funds for the picnic shall be allocated as required by the Treasurer from the general fund. The Donation Jar shall be set out at the picnic so that those who wish to contribute may do so.
3.6 Additional Meetings - Additional board or general meetings shall be held as required by the President, officers and / or membership to meet the needs of the Society.
3.7 Meeting Locations - The location for any meeting shall be determined by the officers and the location shall be posted in the appropriate notices, as per Section 3.8. Any costs incurred in acquiring a meeting space shall be paid as required by the Treasurer from the general fund.
3.8 Meeting Notice - Written notice for any meeting shall be provided at least 30 days prior to that meeting by a notation in the newsletter (The Pulsar), posting on the website (http://www.porsfis.org), and / or a post to the internet newsgroup (http://groups.yahoo.com/group/porsfis). The meeting notice shall contain the date, time and location of the meeting, as well as any other pertinent information.
3.9 Rules of Order and Conduct of Business - The Rules of Order shall be followed to ensure that all salient points of the meeting have been covered and that everyone who wishes to speak has had the opportunity to do so. The Conduct of Business shall determine the method of presenting the business items in the Rules of Order.
3.9.1 Rules of Order for Business Meetings - The following are the Rules of Order for business meetings of the Portland Science Fiction Society
3.9.1.1 Call to Order - At 10 minutes past the scheduled meeting time, the presiding officer shall call the meeting to order.
3.9.1.2 Roll Call - The Secretary notes the names of all attendees. If the Secretary is not present, the Treasurer shall take the names of all attendees.
3.9.1.3 Reports - The officers and appointees give an account of their areas of responsibility. At the end of each report, the presiding officer shall pause momentarily for questions before calling on the next report. The order of the reports is:
a) President
b) Vice-President
c) Treasurer
d) Secretary
e) Editor
f) Webmaster
g) Publicity Director
h) Programming Director
3.9.1.4 Nominations - Any nominations for office are performed (January business meeting only).
3.9.1.5 Unresolved Business - The presiding officer consults the agenda and brings up any business that remains unresolved or was tabled or forwarded to the next meeting. Any necessary votes regarding unresolved business are performed.
3.9.1.6 New Business - The presiding officer calls for new business. At this point any member may put forth a new motion. Should a new motion be put forth, it shall be resolved using the Conduct of Business (Section 3.9.3).
3.9.1.7 Elections - Any annual or special ballots are performed, ballots are counted and the results are recorded.
3.9.1.8 Final Call - The presiding officer makes a final call for business items, comments and questions, then closes the business portion of the meeting.
3.9.1.9 Agenda Creation - The Secretary creates the agenda for the next business meeting and provides copies to the webmaster and the editor.
3.9.2 Rules of Order for Officer Meetings - The following are the Rules of Order for officer meetings of the Portland Science Fiction Society:
3.9.2.1 Call to Order - At ten (10) minutes past the scheduled meeting time, the presiding officer shall call the meeting to order.
3.9.2.2 Roll Call - The Secretary notes the names of all attendees. If the Secretary is not present, the Treasurer shall take the names of all attendees.
3.9.2.3 Agenda Discussion - The action or planning items for the meeting are discussed. Any needed votes are taken. When all items have been resolved, the meeting is closed.
3.9.3.2 Debate - Once a motion is made, it is officially open to debate. The presiding officer shall ensure that all members have the opportunity to be heard. If the debate lasts longer than five (5) minutes, the presiding officer shall call a halt to the debate and shall allow each individual who wishes to speak two (2) minutes to make their opinions known.
3.9.3.3 Deferring a Motion - Any member may put forward a request to defer any motion at any point before actual voting commences. This request must be voted upon immediately by show of hands. A simple majority is required to defer the motion. If deferred, a motion is put on the agenda for the next business meeting. A motion that was deferred in a previous meeting may not be deferred again.
- In order to be brought to a vote, the motion must be seconded. If the motion is seconded and once all members have been heard, the motion is brought to a vote. The voting is normally done by show of hands. If the motion involves direct cash expenditures in excess of $50, a special ballot must be held to approve the motion.
- Unless otherwise specified, any vote held at a business meeting may be conducted by a simple show of hands.
4.1.2 Proxies - There shall be no voting by proxy.
- Nominations for officer positions shall be made at the January business meeting. If the nominee is present, the nominee shall either accept or reject the nomination. If the nominee is not present, the President shall attempt to contact the nominee and inform them of their nomination. The nominee must then accept or reject the nomination. Nominations are open until January 15th. If the nominee cannot be contacted by January 15th, the nomination is automatically rejected. Blank nomination forms shall be mailed out to the membership with the November newsletter for those members who wish to nominate by mail.
4.2.2 Announcement - On January 15th, the candidates running for offices shall be announced by posting the names on the website (http://www.porsfis.org), and posting the names to the internet newsgroup (http://groups.yahoo.com/group/porsfis). Candidates shall also be announced in the February newsletter and verbally at the February business meeting.
4.2.3 Ballots - Written ballots for the election shall be sent out in the February and March newsletters (unless the March newsletter is sent out less than 7 days prior to the election), and distributed at the February and March business meetings. The ballots are counted during the March business meeting, after a final call for outstanding ballots. All ballots shall have the names of the offices being voted upon, along with the name of each candidate. All ballots shall also have a space to record the member number of the voter. The ballots shall be counted by the Vice-President and witnessed by a member who is not a candidate in the election.
4.2.4 Ties - In the event of a tie, the tie shall be broken by a vote of the resident officers present, excluding any officer involved in the ballot.
4.2.5 Results - The ballot results shall be immediately tabulated and announced to the members present. The results shall also be announced in the newsletter (The Pulsar), as well as a posting to the website (http://www.porsfis.org), and / or a post to the internet newsgroup (http://groups.yahoo.com/group/porsfis).
4.3.1 Cause - A special ballot is normally held to amend the Articles, start a tradition which requires the expenditure of funds, remove an officer or to provide ongoing representation at a particular convention, but may be held for other reasons as specified in the Articles or the Bylaws.
4.3.2 Schedule - When a special ballot becomes necessary, an announcement shall be made to the membership as soon as possible through a special mailing. A ballot shall be enclosed with the mailing detailing the issue to be voted upon. At the next business meeting after the special mailing, the ballots shall be counted and the results announced. If the next business meeting is less than 15 days after the special mailing, then the vote shall be postponed until the following business meeting.
4.3.3 Ballots - Written ballots for the election shall be sent out with the special mailing. All ballots shall have a space for the pending issue (s) listed, along with a brief summary of each issue. All ballots shall also have a space to record the member number of the voter. The ballots shall be counted by the Vice-President.
4.3.4 Ties - In the event of a tie, the tie shall be broken by a vote of the resident officers present, excluding any officer involved in the ballot.
4.3.5 Results - The ballot results shall be immediately tabulated and announced to the members present. The results shall also be announced in the newsletter (The Pulsar), as well as a posting to the website (http://www.porsfis.org), and / or a post to the internet newsgroup (http://groups.yahoo.com/group/porsfis).
4.4.1 Cause - An officer may be removed due to misconduct, failure to perform the duties of the office, abuse of their position, or failure to maintain a paid membership (See section 5.6).
4.4.2 Process - An officer may be removed during an officer meeting by unanimous consent of all the other officers. An officer may also be removed by the membership through a special ballot. To institute a removal vote, a specific accusation must be submitted in writing and seconded by at least one other member. The reason(s) for removal must be listed on the special ballot, and must be listed in the minutes for that meeting. The officer shall be permitted to plead his case in person and/or in writing before the vote may be performed.
4.4.3 Results - A removed officer shall be removed from office and the position becomes vacant. The removed individual shall not be eligible to be nominated for any officer position until the next scheduled round of nominations (in January). If the individual has been removed due to an unpaid membership, he or she shall also be subject to revocation under Section 4.5.
4.5.1 Cause - A member may have his membership revoked or suspended due to misconduct, or suspended (with subsequent revocation) due to non-payment.
4.5.2 Process - A member may be expelled or have their membership suspended through a simple majority vote of the officers at any business meeting or officer meeting. A Notice of Intent to Expel must be sent by first class or certified mail to the individual stating the reason for expulsion, the date of expulsion, the date of the expulsion hearing, and the steps (if any) needed to be reinstated. The notice must be mailed 30 days prior to the expulsion date. The individual is entitled by law to plead his case before the officers no less than 5 days before the expulsion date. The officers shall set a time, date and place for an expulsion hearing no less than 5 days and no more than 15 days before the expulsion date. The individual may respond in person or in writing. If no response in writing is received before the expulsion hearing, the expulsion shall be confirmed in the absence of the individual. Members with unpaid memberships shall first have their memberships suspended under these procedures. Suspended memberships automatically result in expulsion after 1 year of non-payment. All expulsions shall be announced during the following business meeting. At the time of announcement, any active member may challenge the expulsion and call a reinstatement vote on the spot. If a 2/3 majority of the members present call for reinstatement, the member shall be reinstated.
4.7 Disposal of Ballots - The ballots of any election shall be retained at the business office for 60 days to accommodate any questions regarding the election or its procedures. At the end of 60 days, the ballots shall be destroyed.
5.1 Requirements - Officers shall be paid members in good standing, and at least 18 years of age.
5.2 Compensation - The officers of the Portland Science Fiction Society shall receive monetary compensation for direct, non-incidental expenses incurred in the performance of their duties. They shall not receive any form of compensation for the services they perform in the normal course of their duties.
5.3 Required Officers - The officers are listed in Article V, Section 1 of the Articles. To meet ORS 65.307(1), at least 3 positions must be filled at all times. In the event that a regular election is not able to fill all of the required positions, the presiding officer may appoint individuals at shall to fill any vacant positions. An individual may hold more than one office simultaneously provided that there remain at least 3 officers on the board.
5.4 Order of Precedence - The order of precedence shall be, from highest to lowest: President, Vice-President, Treasurer, and Secretary. The presiding officer shall be the officer present who stands highest in the order of precedence.
5.5 Additional Duties
5.5.1 Additional Duties of the President - If there is no appointed Publicity Director, the President shall assume the duties of that position.
5.5.2 Additional Duties of the Vice-President - If there is no appointed Programming Director, the Vice-President shall assume the duties of that position. During meetings, the Vice-President shall enforce the Rules of Order. The Vice-President shall also be responsible for notifying members that their membership fees are due (see Section 2.6).
5.5.3 Additional Duties of the Treasurer - The Treasurer shall be responsible for adhering to the entirety of Section 7 of the Bylaws.
5.5.4 Additional Duties of the Secretary - If there is no appointed Webmaster or Editor, the Secretary shall assume the duties pertaining to the open position (s).
5.6 Removal of Officers - An officer may resign at any time for any reason. An officer may be removed if their membership lapses and remains unpaid after 30 days, if the officer is suspected of misconduct, if the officer is unable or unwilling to perform their required duties, or if that officer has abused their position or authority. Involuntary removal of an officer requires a removal vote (see Section 4.4).
5.7 Reassignment of duties - If an officer is unable or unwilling to perform the duties required by the Bylaws, the President may at any business or officer meeting reassign some or all of those duties to other officers and / or members under the following conditions:
a) The person being assigned the extra duties must accept the extra duties being assigned.
b) The specific duties, the reason for reassignment, and the name and position of the individual accepting or refusing to accept the extra duties must be recorded in the minutes.
If the President is unable to reassign the duties, and the officer remains unable or unwilling to perform them, then that officer shall be asked to resign. If the officer refuses to resign, then a removal vote shall be held (see Section 4.4).
6.1 Compensation - The appointed positions of the Portland Science Fiction Society shall receive monetary compensation for direct, non-incidental expenses incurred in the performance of their duties. They shall not receive any form of compensation for the services they perform in the normal course of their duties.
6.2 Appointment - The individuals who fill the appointed positions may be assigned, removed or changed at any business meeting or officer meeting. Individuals are appointed to these positions by the President. The remaining officers confirm the appointment through a simple majority vote. If the appointment is not confirmed, the position reverts to the current holder, or becomes vacant in the absence of a current holder. An officer may simultaneously hold an appointed position. The appointed individual must accept the appointment for that appointment to be valid.
6.3 Removal and Replacement - Changes to appointed positions may be made at any time by the President or by a majority vote of the remaining officers. Replacements are appointed by the President and confirmed by the remaining officers, as stated in Section 6.2.
6.4 Editor - The Editor shall be responsible for the publication of the newsletter. The Editor shall obtain or generate content for the newsletter and ensure that the newsletter is published no later than 5 days prior to the start of the calendar month it is intended for. The Editor shall ensure that all notices and relevant corporate information is released in a timely manner according to the Bylaws.
6.5 Programming Director - The Programming Director shall be responsible for planning and coordinating the activities undertaken or sponsored by the Portland Science Fiction Society. The Programming Director shall make all reservations and announcements for these activities. The Programming Director shall also be responsible for developing ideas for new activities.
6.6 Publicity Director - The Publicity Director shall be responsible for promoting the Portland Science Fiction Society to the public. The Publicity Director shall be responsible for the design, manufacture and distribution of all advertising materials, and the planning and execution of any advertising or public relations programs. The Publicity Director shall also be responsible for all contact with the news media, and shall endeavor to portray the Portland Science Fiction Society in a favorable manner.
6.7 Webmaster - The Webmaster shall be responsible for the creation, maintenance and administration of the website and the newsgroup. The Webmaster shall generate and prune content on the website, and shall display all notices and relevant corporate information in a timely manner according to the Bylaws.
7.1.1 The General Fund - The Treasurer shall maintain the General Fund, which shall consist of a business checking account drawn on a local bank. The Treasurer shall maintain all financial records and statements as needed to record the deposits to and withdrawals from this fund.
7.1.2 The Slush Fund - The President shall maintain the Slush Fund, which shall consist of petty cash funded by receipts from the Donation Jar and incidental cash left over from official and non-official events. The President shall record all deposits and withdrawals from the fund and furnish that information to the Treasurer. If at any time the Slush Fund exceeds $50, any amount in excess of $30 shall be given to the Treasurer for deposit in the General Fund.
7.1.3 Other Funds - Other funds may be created as required by the officers and maintained by the Treasurer. Records of such funds shall be kept by the treasurer and a current copy shall be kept at the business office.
7.2 Financial Records - The treasurer shall maintain the financial records, and as necessary shall provide current copies of the financial records to the officers to be stored at the business office. All bank statements, or copies thereof shall be kept at the business office after the Treasurer has finished recording the transactions.
7.3 Fiscal Year - The fiscal year of the corporation shall begin the first day of April and end on the last day of March each calendar year.
7.4 Disbursement - The Treasurer may, in the course of business, make or authorize the making of any expenditure or obligation in any amount not exceeding fifty dollars ($50). The resident officers may make or authorize the making of any expenditure or obligation in any amount not exceeding one hundred dollars ($100), so long as such expenditure or obligation does not involve incurring any financial liabilities (debt). The membership may make or authorize the making of any expenditure or obligation in any amount whatsoever. The membership must approve at any business meeting any expenditure or obligation in excess of one hundred dollars ($100) or which would incur a financial liability (debt).
7.5 Signing Authority - For all accounts requiring an individual with signing authority (e.g. bank accounts), such authority shall be vested in the Treasurer and the President. A document listing all such accounts and their signatories shall be kept at the business office. Upon transfer of office, the necessary changes in signature authority shall be made within 30 days.
7.6 Dues - The Portland Science Fiction Society shall be empowered to collect dues from the membership. The amount of such dues shall be determined by the officers. The amount collected for membership dues may be changed as required to maintain a positive bank balance. Dues shall be listed in Section 2.4 of the Bylaws.
7.7 Books and Records - The Portland Science Fiction Society shall keep correct and complete books and records of account, a recent copy of which shall be kept at the business office. A record of the names and addresses of all members shall also be kept at the business office. All books and records of the corporation may be inspected by any member, or his or her attorney, for any proper purpose at any reasonable time.
7.8 Emergency Spending - The resident officers may, in an emergency situation, make or authorize the making of any expenditure or obligation exceeding the limit imposed by Section 7.4 under the following conditions:
a) The matter must be of such urgency that it cannot wait until the next business meeting.
b) Before making any decision, the officers shall obtain the opinions of as many regular members as can be reached. The actual decision shall then be made at a special officer meeting, requiring the approval of a majority of the officers.
c) The officers shall report the action taken by them to the membership at the next business meeting. The action shall also be announced in the newsletter (The Pulsar), posted to the website (http://www.porsfis.org), and / or posted to the internet newsgroup (http://groups.yahoo.com/group/porsfis).
d) The actions taken and opinions of all contacted members shall be recorded, as well as the circumstances of each unsuccessful attempt to reach a regular member. This information shall be kept at the business office with the corporate records, and shall be available for inspection.
7.9 State and Federal Paperwork - The Treasurer shall be responsible for filing all relevant state and federal paperwork as needed, including but not limited to IRS form 1120 and Oregon Department of Justice form CT-12.
8.0 Section VIII: The Newsletter
8.1 Name - The official name of the newsletter shall be "Pulsar". The name of the newsletter, the issue number, the month and year of publication and "Portland Science Fiction Society" shall be prominently displayed on the cover or front page of the newsletter.
8.2 Publication Frequency - The newsletter shall be published monthly.
8.3 Publication and Mailing - The Editor shall be responsible for the content and publication of the newsletter. The Editor shall print enough copies of the newsletter to cover all existing memberships, honorary memberships and "trades" (See 14.1c). The Editor shall also be responsible for mailing the newsletter. The Editor shall provide the Treasurer with receipts for all necessary expenses and the Treasurer shall reimburse the Editor for those expenses, within the restrictions of Section 7.4.
9.1 Domain Name - The domain name for the Portland Science Fiction Society shall be "porsfis.org" and shall be the property of the Society.
9.1.1 Domain Registration - The Webmaster shall be responsible for registering the domain and maintaining that registration. The webmaster shall provide the Treasurer with receipts for direct expenses involving domain registration and the Treasurer shall reimburse the Webmaster from the general fund, within the restrictions of Section 7.4.
9.1.2 Domain Contacts - The Registered Agent shall be designated as the administrative contact for the domain. The Webmaster shall be designated as the technical contact for the domain. "Portland Science Fiction Society" shall be designated as the billing contact for the domain, with the PorSFiS P.O. Box listed for the address. The responsible parties shall ensure that their contact information is correct, in accordance with ICANN requirements.
9.2 Website Access - The Webmaster shall ensure that the website is accessible from a browser when either "http://www.porsfis.org" or "http://porsfis.org" are typed in. If there are any "members only" sections of the website, the Webmaster shall ensure that those sections are not accessible to non-members.
9.3 Website Content - The website shall contain contact information including but not limited to the Post Office box address and email addresses of the officers. The website shall also contain a copy of the PorSFiS calendar, a copy of the Articles and Bylaws, and the date, time and place of the next scheduled business meeting. The website may contain other content as appropriate. The website shall not contain any material that is considered vulgar or inappropriate. A section of the website may be dedicated to links or content for adults provided that reasonable notice is given that the section is for adults only, and provided that no graphic adult content is displayed. At all times the website shall adhere to the standards and requirements of the hosting individual (s) or hosting company, as well as all local, state and federal laws.
10.1 Property - The deeds for any property shall be kept at the business office. Tax and financial records shall be kept by the Treasurer and a copy provided to the business office.
10.2 Assets - Any assets of the Portland Science Fiction Society, including but not limited to computers, LCD projectors, laminators, office supplies and audiovisual equipment shall be recorded along with their serial numbers if any, and a copy of this record shall be kept at the business office.
11.1 Definition - The Registered Agent is the person to whom all legal documents are served. As such, the registered agent must have a permanent address, not a post office box. The residence or office address of the Registered Agent shall be the Registered Office. This is where all legal and financial documents are to be kept so that they may be examined by the membership, the public, attorneys, and local, state, and federal officials.
11.2 Selection of Registered Agent - In the event that the Portland Science Fiction Society retains the services of an attorney, said legal counsel shall become the Registered Agent. In the absence of legal counsel, a member of the Portland Science Fiction Society shall be selected by the resident officers to be the Registered Agent. Selection preference shall be given to the existing Registered Agent, or in the absence of one, the current officers. As changing the Registered Agent involves a filing fee, the number of changes shall be minimized.
11.3 Change of Registered Agent - If the Registered Agent does not maintain membership in the Portland Science Fiction Society, then the resident officers shall select a new Registered Agent, within the provisions of Section 11.2.
11.4 Initial Registered Agent - The initial registered agent for the Portland Science Fiction Society as stated in the Articles of Incorporation shall be Matthew Paul Picio, 926 NE 80th Avenue Portland, Oregon 97213-6929.
12.1 Official Presence at Conventions - The Portland Science Fiction Society shall provide a presence and advertising materials at conventions as the membership deems appropriate. Official presence at a particular convention for a single year shall be voted upon during a business meeting by all members present. An ongoing, annual participation in a specific convention requires a special ballot to be held. If the convention is approved, the particulars of the representation for that convention shall be amended to the Bylaws as a subsection of Section 12.3.
12.2 Convention Support - The following items are possible types of representation for a convention.
12.2.1 Minimum Convention Representation - The minimum level of representation for a convention shall be one designated representative present to distribute promotional materials. Additional assistance shall be specified in Section 12.3 under the entry for that particular convention.
12.2.2 The PorSFiS Room - If the Portland Science Fiction Society sponsors a PorSFiS room for the convention, the PorSFiS room shall be accessible from 8am to 2am each day that the convention is open, provided there are enough volunteers to staff it. In the event there are not enough volunteers, a sign shall be placed on the door of the PorSFiS room with contact instructions for locating the keyholders of the room. The funds for the PorSFiS room shall be allocated by the Treasurer from the General Fund within the restrictions of Section 7.4.
12.2.3 Convention Memberships - A sponsored convention may have one or more convention memberships paid for by the Portland Science Fiction Society, at the discretion of the officers or the applicable entry under Section 12.3 and subject to the provisions of Section 7.4. Paid memberships shall be given to those individuals who provide volunteer service for the convention (i.e. staffing PorSFiS fan tables, the PorSFiS room, and distributing promotional materials).
12.2.4 Room Parties - A room party may be authorized by the officers or the applicable entry under Section 12.3, subject to the provisions of Section 7.4.
12.3 Supported Conventions - The following conventions are officially supported by the Portland Science Fiction Society.
12.3.1 OryCon - As the originator of OryCon, the Portland Science Fiction Society feels a special bond to that convention. The Portland Science Fiction Society shall maintain a presence at OryCon and shall sponsor the annual PorSFiS Room Party during the convention. The funds for the room party shall be allocated as required by the Treasurer from the general fund.
13.1 Charitable Activities - The Portland Science Fiction Society's primary purpose is to advance the knowledge and enjoyment of science fiction and fantasy. In order to further this goal, the Portland Science Fiction Society shall sponsor charitable activities.
13.1.1 Books for Schools - The Portland Science Fiction Society shall maintain a book donation program for schools where donations of cash and / or books shall be received to donate to educational institutions. This program shall be administered by the President with help from the other officers.
13.2 Outings - Outings are sponsored events for the membership and / or the public which promote the goals of the Portland Science Fiction Society. Outings are planned, scheduled and overseen by the Programming Director (see Section 6.5).
13.2.1 Ideas and Planning - The Programming Director shall generate ideas for outings and submit them to the officers at a business or officer meeting. The officers shall vote whether or not to sponsor the outing. The Programming Director shall be responsible for planning the events approved by the officers.
13.2.2 The Event Roster - Every outing event shall have a roster made up, which shall have the name of each attending individual and an emergency contact (consisting of a name and phone number). Individuals who refuse to provide this information shall not be permitted to attend the outing.
13.2.3 Execution - Outing events shall be attended by the Programming Director and at least one officer. In the event of an emergency or injury, the officer at the event shall be responsible for providing any needed information to authorities or medical personnel. If an officer is not able to attend the event, the President shall select someone to act in place of an officer for that event.
14.1 Current Traditions of the Portland Science Fiction Society - The following items are traditions from the past that are currently observed.
a) "Afters" - A social gathering at the end of the business meeting, held within easy walking distance of the meeting location.
b) "The First Drink" - PorSFiS traditionally buys a beverage at "Afters" for each new prospective member after their first business meeting.
c) "Trade memberships" - Not a membership for purposes of ORS 65.001(22)(a), a "trade membership" is simply an exchange of newsletters with other Science Fiction organizations throughout the world. The Portland Science Fiction Society has maintained trades in the past with NESFA, BCSFA, LASFiS and others.
d) OSFCI - As the current organizer of OryCon, and as an organization that shares a number of members with the Portland Science Fiction Society, OFSCI has a unique relationship with us. Traditionally, OSFCI has provided free advertising for PorSFiS in the OryCon program, and PorSFiS has similarly promoted OSFCI in the newsletter and at PorSFiS events.
14.2 Continuing, Adding and Removing Traditions - Traditions are not officially recognized activities of the Portland Science Fiction Society and as such may be discontinued at the discretion of the resident officers. The resident officers may institute any new tradition at shall provided that the proposed tradition does not involve the direct expenditure of cash. If the tradition involves cash expenditures, then it must be approved in a special ballot (see Section 4.3). If the tradition is approved, or does not require cash expenditures, then Section 14.1 shall be modified to accommodate it. If a tradition is discontinued, then Sections 14.1 and 14.3 shall be modified to reflect this.
14.2.1 Addition - Traditions may be added by a vote of the officers at any business or officer meeting. A Tradition may also be added by the membership through a motion and successful vote at any business meeting.
14.2.2 Removal - Traditions may be discontinued by a vote of the officers at any business or officer meeting. A Tradition may also be discontinued by the membership through a motion and successful vote at any business meeting.
14.2.3 Management (Continuation) - The exact methods of performing a tradition are determined by the resident officers by verbal agreement. If any written records are required to perform the tradition, those records shall be kept and maintained at the business office.
14.3 Former traditions of the Portland Science Fiction Society - The following are traditions started since April 2003 which are no longer observed.
There are no former traditions since April 2003 which are not being observed.
14.4 Future traditions of the Portland Science Fiction Society - The following are traditions intended to be observed when the Portland Science Fiction Society has reached a size able to support them.
a) "OryCon Full Sponsorship" - When the Portland Science Fiction Society is large enough, it shall provide a PorSFiS Room and 4 paid memberships to the convention for volunteers.
15.1 Amending Section 2.4 of the Bylaws - Section 2.4 of the Bylaws may be amended by a vote of the officers whenever deemed necessary in the best interest of the Portland Science Fiction Society.
15.2 Amending Section 12.3 of the Bylaws - Section 12.3 may be amended as required in accordance with Section 12.1.
15.3 Amending Sections 14.1 and 14.3 of the Bylaws - Sections 14.1 and 14.3 may be amended as required in accordance with Section 14.2.
15.4 Amending Section 17.1 of the Bylaws - Under no circumstances shall Section 17.1 of the Bylaws be modified to legitimize the Addendum.
15.5 Amending other Sections of the Bylaws - Any Bylaw may be brought up for review at any business meeting. Any changes proposed in review shall be presented in writing at the following business meeting and shall be voted upon by all members present. If a 2/3 majority of the members present approve the changes, then the changes to the Bylaws shall be enacted immediately.
17.1 Addendums to the Bylaws - There shall be an "Addendum to the Bylaws" consisting of humorous motions, silliness and general humor. Under no circumstances shall any item in the addendum be taken seriously or considered to be "official".
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