ARTICLE III. OFFICERS & DUTIES
1. The governing body of Charlotte/Blue Ridge Mensa shall be an Executive Committee (ExComm), which conducts the business of the local group. The ExComm consists of the following voting members: four elected officer positions (Local Secretary, Deputy Local Secretary, Treasurer, and Member At Large), plus three appointed officer positions ( Program Chair, Recruitment and Testing Chair, and Publications Officer), plus the Outgoing Local Secretary if not already serving on the Executive Committee. The Outgoing Local Secretary shall be considered an elected member with full voting rights.
2. Four officers will be elected annually as described in Article V, and at the first meeting after taking office those four will elect from among themselves a Local Secretary, Deputy Local Secretary, and Treasurer. Members will then be appointed to serve as Program Chair, Recruitment and Testing Chair, and Publications Officer. The elected members are permitted but not required to take one of those offices. Voting is per member rather than per office, a member holding more than one office still casts only one vote.
3. All local group officers, whether elected or appointed, must be current members in good standing of AML; an officer is defined as any person who is given a title with specific responsibilities. All voting members of the ExComm must also be current members in good standing of Charlotte/Blue Ridge Mensa. The conflict of interest rules stated in the Bylaws of American Mensa for the AMC shall also be applicable to the local group and the ExComm.
4. The Local Secretary (LocSec) shall be the chief executive officer of Charlotte/Blue Ridge Mensa and the liaison with other local groups. He or she shall preside at ExComm meetings and shall be the chief point of contact between AML and the local group. The LocSec shall endeavor to pass information to and from the local group in a timely fashion, and shall notify AML and the Regional Vice Chairman (RVC) for the local group of the results of any changes in the officers of the group during the term within two weeks of the change.
5. The Deputy Local Secretary (Deputy LocSec) shall assist the LocSec, be responsible for the taking of minutes at ExComm meetings, preside over meetings in the absence of the LocSec, and immediately and automatically succeed to the office of LocSec if that office becomes vacant.
6. The Treasurer shall be responsible for financial matters of Charlotte/Blue Ridge Mensa, including the finances of the newsletter, and shall submit to the ExComm a semi-annual financial report that shall also be published in the newsletter. The financial report shall contain schedules of income, expenses, and balances for all funds under the control of the local group, including Regional Gathering, scholarship, and other special funds. The Treasurer shall ensure that the local group complies with all federal financial reporting requirements. The Treasurer shall also maintain a listing of all equipment owned by the local group. The Treasurer shall, if necessary, assist the Editor in the preparation and submission of any postal forms that might be required. At least quarterly, the Treasurer shall submit to the LocSec or his or her designee, statements from banks and any other institutions where the group’s money is deposited, or shall cause a statement to be sent directly to the LocSec or his or her designee (who must also be a voting member of the ExComm). All accounts must be separate accounts in the name of the local group, and shall have more than one signatory so that funds can be accessed in the temporary absence of the Treasurer.
7. The Member at Large shall perform such duties as are assigned by the ExComm.
8. The Program Chair shall be responsible for arranging for local group activities, and shall coordinate with and advise the officers and the Editor of these activities.
9. The Recruitment and Testing Chair shall be responsible for publicity, public relations, testing, and recruitment programs.
10. The ExComm shall publish a printed newsletter at least quarterly. If an electronic version of the newsletter is created, the local group shall observe the preferences of members regarding how their newsletters are to be delivered (electronically or printed), as filed with AML. The ExComm may, at its discretion, send printed copies of the newsletter in addition to the electronic version to members who would otherwise get only the electronic version. The Publications Officer shall be responsible for the newsletter, and shall, with the consent of the ExComm, appoint the Editor. The Publications Officer may also serve as the Editor.
11. The Editor shall edit the newsletter. The Editor shall, at a minimum, publish notices of meetings and programs, required ballots, results of ExComm meetings and elections, amendments to the bylaws and related discussions and ballots, the semi-annual financial reports, and shall prepare and publish Post Office forms if required. The outgoing Editor must turn over all files, materials, and equipment in good order to the incoming Editor no later than 15 days after the outgoing Editor leaves office.
12. The ExComm shall appoint one or more arbitrator(s) to pursue resolution of disputes in other groups, as well as one or more ombudsman or ombudsmen to pursue local resolution of disputes and perform such other duties as may be required of all local group ombudsmen by American Mensa. The same person may serve as both local ombudsman and arbitrator to outside groups. The National Ombudsman or the local ombudsman may submit material to the editor of the local group’s official publication marked “for publication” that relates to his or her official duties, and that anything so marked shall be given the highest practicable priority for publication.
13. Appointed positions of the local group may include, but are not limited to, Area Coordinators for outlying groups of members and coordinators for other activities as deemed necessary.
14. The terms of office of elected officers shall be one year from July 1st to June 30th, or until installation of a properly qualified successor, except in the case of resignation, succession to higher office as provided in Article III, section 5, or removal from office as provided in Article III, sections 16 or 17.
15. The term of office for all appointed officers and positions expires at the end of the term of office of the current elected officers. Appointed officers, positions, and committees, including the position of committee chair, are appointed by the LocSec (or, in the case of the Editor, the Publications Officer) with the approval of the ExComm, and may be removed from office by majority vote of the ExComm unless otherwise stated herein.
16. Elected members of the ExComm may be removed from office for cause by unanimous vote of all other members of the ExComm or by recall election. A recall election may be called by a petition citing the reason for such action, signed by at least 10% of the membership of the local group as listed on the most recent membership roster provided by AML, and presented at a regular or special meeting of the ExComm. The balloting provisions of a regular election shall apply, except that a recall election must be held within 60 days of presentation of the petition, and the dates set forth in Article V shall be adjusted appropriately.
17. Any voting member of the ExComm may be removed from office for three consecutive unexcused absences at ExComm meetings, by a majority vote of the remaining members. A majority of the remaining members may excuse an absence.
18. The ExComm shall select a replacement for any ExComm member, other than the LocSec, who resigns, or is removed, or is recalled, or moves up to the position of LocSec in accordance with Article III, section 5, or creates a vacancy in any other way. A replacement for an elected officer is considered to be an elected officer whose term of office ends with the next regular election.
19. All elected and appointed officers shall turn over all files, equipment, and materials pertaining to their offices to either their successor(s), to the current LocSec, or to another member of the ExComm no later than four weeks after leaving office unless otherwise stated herein.
20. An annual financial review shall be conducted each year at approximately twelve-month intervals. The ExComm shall appoint someone to conduct the review who was not involved in the issuing or collecting of money during the period being reviewed. The review shall include viewing statements from banks and any other institutions where the group’s money was held during the period being reviewed.