Article I - NAME
The name of the corporation is the Midwest Travel Writers
Association, Inc., hereinafter referred to as the Association.
Article II - PURPOSE
The purpose of the Association is to encourage communication,
professionalism, and ethical behavior among members and within the
travel communication profession.
Article III - MEMBERSHIP
1. General. Membership shall be by invitation. Eligibility must be in
accordance with these Bylaws and the Membership Requirements established
by the Board of Directors. New members must be approved by the Board of
Directors based on recommendations of the Membership Committee.
2. Membership Area. The Association’s membership area consists of the
following states: Ohio, Kentucky, Indiana, Michigan, Illinois, Missouri,
Iowa, Minnesota, Wisconsin, North Dakota, South Dakota, Kansas, and
Nebraska.
3. Membership Classes and Requirements. There shall be two classes of
members:
(a) An Active Member is a salaried editor or writer or freelance
contributor residing in the Association’s Membership Area who is
responsible for travel-related content for a newspaper, magazine, or
specialty publication and who meets other Membership Requirements
established by the Board of Directors. Professionals working in other
travel-related media will be considered for Active Member status on a
case-by-case basis.
(b) An Associate Member is a person residing in the Association’s
Membership Area who is engaged primarily in public relations within the
travel industry and who has worked regularly with the travel media for a
minimum of one year. Associate Members may be required to meet
additional Membership Requirements established by the Board of
Directors.
4. Membership Application and Approval. Applicants for membership
must apply to the Membership Committee in accordance with the membership
application procedures established by the Board of Directors in the
Membership Requirements.
5. Membership Renewal. Requirements for continuing membership are the
same as for a new member. A renewing member must pay dues and submit
appropriate proof of eligibility, in accordance with the Membership
Requirements established by the Board of Directors.
6. Membership Dues. The annual membership dues shall be established
by the Board of Directors. The Board of Directors may also establish a
late fee to be charged for dues submitted after the due date but prior
to the cut-off date for membership renewal established in the Membership
Requirements.
7. Termination of Membership.
(a) The membership of any member who fails to pay dues or who fails
to attend at least one of six consecutive membership meetings will be
automatically terminated. The former member may reapply for membership.
(b) The membership of any member may be suspended or terminated by
the Board of Directors for cause.
8. Appeal of Membership Rejection or Termination. Any member who is
rejected for membership or whose membership is suspended or terminated
for cause, except where suspension or termination is the result of a
violation of the Code of Ethics, may appeal in writing to the Membership
Committee and/or the Board of Directors according to procedures
established by the Board of Directors.
9. Code of Ethics. Members of the Association agree to abide by the
Association’s Code of Ethics. Members evincing unprofessional conduct
contrary to the Code of Ethics shall be subject to disciplinary action
as specified in the Code of Ethics provisions on enforcement. This may
include suspension or termination of membership. Members subject to
disciplinary action for Code of Ethics violations may appeal through the
process described in the Code of Ethics.
Article IV - MEMBERSHIP MEETINGS
1. Annual Meeting. The first meeting of a calendar year will be
considered the Annual Meeting.
2. Meeting Dates and Location. The date and location of the
Association’s meetings shall be set by the Board of Directors.
3. Special Meetings. Special meetings may be called if written notice
from 25 percent of the membership is received by the Secretary.
4. Meeting Notice. Written notice stating the time, place, and
purposes of an Association meeting shall be mailed to the membership no
later than thirty (30) days before the date of the meeting. This notice
requirement may be changed by a vote of the members, but, in accordance
with the Michigan Nonprofit Corporation Act, in no case will notice be
mailed less than 10 or more than 60 days prior to a meeting.
5. Notice of Election of Officers and Directors. A ballot listing the
nominees for Officers and Directors shall be mailed by the Secretary to
each member eligible to vote at least thirty (30) days before the Annual
Meeting.
6. Eligibility to Vote.
(a) All members in good standing are eligible to vote for the Board
of Directors and on other matters as specified in the Bylaws or
presented to the membership by the Board of Directors.
(b) The Secretary shall prepare and make available at any Association
meeting a complete list of members entitled to vote at the meeting. The
list shall be arranged alphabetically within each class of members and
shall include each member’s address.
7. Quorum. At all meetings, one-third of the total membership shall
constitute a quorum. The affirmative vote of a majority of the members
present at an Association meeting at which a quorum is present shall be
necessary and sufficient to the making of decisions by the membership.
Whether or not a quorum is present, the meeting may be adjourned by a
vote of the members present.
8. Voting by Proxy. A member entitled to vote at an Association
meeting may authorize another member to act for the member by proxy. The
proxy must be signed by the executing member and is valid only for the
particular meeting dates and/or for the particular actions specified on
the proxy. The proxy may be revoked by the executing member at any time.
Article V - BOARD OF DIRECTORS
1. General Powers and Duties. Except as otherwise required by law or
otherwise provided by these Bylaws, management of the affairs of the
Association shall be vested in its Board of Directors.
2. Specific Duties. The Board of Directors shall have the power to:
(a) Authorize all expenditures and regulate all finances.
(b) Establish “Membership Requirements” governing membership
eligibility and application procedures.
(c) Approve all applications for membership and change of membership
status and to suspend or expel members for cause.
(d) Appoint committees and delegate such power as may be necessary to
carry out their purposes to the extent allowable under the Michigan
Nonprofit Corporation Act. Committees may consist entirely of directors,
or entirely of members, or a combination thereof.
(e) Fill vacancies caused by death, resignation, or other cause among
Officers and Directors.
3. Composition.
(a) The Board of Directors shall consist of the five Officers, plus
four additional directors elected by the membership. Three of the
non-officer Directors shall be Active Members (the “Active Member
Directors”) and one shall be an Associate Member (the “Associate Member
Director”).
(b) The immediate past president shall, upon completing said term and
for as long as he or she is the immediate past president, serve on the
Board of Directors as an advisory member. The immediate past president
may not vote and may not be counted in determining if a quorum is
present.
4. Terms.
(a) Active Member Directors shall serve three-year terms, one of the
three to be elected each year. The Associate Member Director shall be
elected to a two-year term. Officers shall serve on the Board of
Directors for as long as they hold office, as described in Article VI.
(b) Otherwise, the term of office of any individual member of the
Board shall terminate upon the effective date of his or her resignation,
which may be made at any time by giving notice thereof in writing to the
President; upon his or her death; or upon a vote of two-thirds of the
entire membership of the Board to remove him or her from office. Where a
vacancy occurs between Director elections, a new Director shall be
appointed by the majority vote of the remaining Directors, even if less
than a quorum.
5. Quorum. Five (5) Directors shall constitute a quorum for the
transaction of any business. The affirmative vote of a majority of the
Directors at a Board of Directors meeting at which a quorum is present
shall be necessary and sufficient to the making of decisions by the
Directors. In the absence of a quorum, a majority of those members
present may adjourn the meeting.
6. Meetings. Regular or special meetings shall be held at such times
and in such places as specified by the President. The Board of Directors
shall meet at least twice during the Association’s fiscal year,
including at least once during the first six months.
7. Teleconferencing. A member of the Board of Directors or of a
committee may participate in a meeting by means of a conference
telephone or similar communications equipment through which all members
participating in the meeting can speak to and hear each other at the
same time. Participation by such means shall constitute presence in
person at the meeting.
8. Notice. At least ten days’ notice shall be given to each Director
of a regular meeting of the Board of Directors. A special meeting of the
Board of Directors may be held upon notice of five days. If such notice
is given by mail, it shall be deemed delivered when deposited in the
United States mail properly addressed and with postage prepaid thereon.
If such notice is given by fax, it shall be deemed delivered when faxed.
Notwithstanding the foregoing, a Director may waive notice of any
regular or special meeting of the Board of Directors by written
statement filed with the Board of Directors, or by oral statement at any
such meeting. Attendance at a meeting of the Board of Directors shall
also constitute a waiver of notice, except where a Director states that
he or she is attending for the purpose of objecting to the conduct of
business on the ground that the meeting was not lawfully called or
convened.
9. Unanimous Consent. Any action required or permitted to be taken at
a meeting of the Board of Directors may be taken without a meeting,
provided all members consent in writing. Consent in writing shall have
the same force and effect as a unanimous vote, and may be described as
such in any document executed by or on behalf of the Association.
Article VI - OFFICERS
1. Offices. The Officers of the Association shall consist of a
President, Active Vice President, Secretary, Treasurer, and Associate
Vice President. All Officers are members of the Board of Directors. Only
Active members are eligible to hold the offices of President, Active
Vice President, and Treasurer. Only those who have served on the Board
of Directors for a full term in any capacity during the 10 years prior
to the election date are eligible to run for the office of President in
an election. Only Associate Members are eligible to hold the office of
Associate Vice President. Either Active or Associate Members are
eligible to hold the office of Secretary. (Amended October 2001)
2. Terms. The Officers shall be elected by the members and shall hold
office for a term of two years from the effective date of their
election. An Officer may serve only two consecutive terms. The term of
office of any Officer shall terminate upon the effective date of his or
her resignation submitted orally or in writing to the Board of
Directors; upon his or her death; or upon a majority vote of the Board
to remove him or her from office. Any vacancy that occurs among the
Officers shall be filled by the Board of Directors.
3. General Powers and Duties. The duties and powers of the Officers
of the Association shall be as provided in these Bylaws or (except to
the extent they are inconsistent with these Bylaws) shall be those
customarily exercised by corporate Officers holding such offices. The
Board of Directors may from time to time prescribe additional duties for
any or all Officers.
4. President. The President shall call and preside at meetings,
appoint committees, and see that Officers perform their duties. The
Board of Directors, by majority vote, may overrule the President or act
in his or her stead.
5. Vice Presidents. The Active Vice President and Associate Vice
President shall assist the President in his or her duties. If the
President is absent, the Active Vice President shall assume his or her
duties. The Active Vice President shall succeed the President until the
next election in the event of the President’s death, permanent
incapacitation, or resignation.
6. Secretary. The Secretary shall keep a roster of all members, keep
the minutes and records of proceedings, prepare and certify a list of
members entitled to vote at each Association meeting, conduct
correspondence, and send out notices of meetings.
7. Treasurer. The Treasurer shall receive all money paid to the
Association, pay all properly authorized bills, and keep a record of all
financial transactions and submit an annual statement of same. The
Association accounts shall be reviewed annually by a committee of which
the Treasurer is not a member or independent accounting firm appointed
by the Board. A summary of the material findings of the committee or
accounting firm, if any, as well as the Treasurer’s report will be
submitted to the Annual Meeting. The Treasurer and President will have
authority to issue checks and both must be bonded.
8. Inspections. Both the Secretary and Treasurer shall permit any
member of the Board of Directors or his or her duly authorized attorney
to inspect all books and records of the Association, for any proper
purpose at any reasonable time.
Article VII - COMMITTEES
1. Nominating Committee. A Nominating Committee of not less than
three members, none of whom shall be Officers of the Association, shall
be appointed by the President at least ninety (90) days before the
Annual Meeting, with not more than one member from the same city.
Nominations by this committee shall be filed with the Secretary at least
six (6) weeks before the date of the Annual Meeting. No member of the
Nominating Committee may serve on consecutive committees.
2. Other Committees. The President may create other committees
consisting of Directors or other persons, which committees shall have
such authority as the Directors may by law and these Bylaws direct.
Article VIII - INDEMNIFICATION
The Association shall indemnify any director, officer, employee,
committee member, or nondirector volunteer of the Association to the
fullest extent allowable under the Michigan Nonprofit Corporation Act.
Article IX - MISCELLANEOUS PROVISIONS
1. Fiscal Year. The fiscal year of the Association shall be
determined by the Board of Directors.
2. Contracts. All contracts, notes or other evidences of
indebtedness, and leases of space for the Association shall be signed by
such Officer or Officers or such other person or persons as the Board of
Directors may from time to time designate.
Article X - AMENDMENTS
1. Amendments to Bylaws. The Bylaws may be altered or amended, or new
Bylaws adopted, upon recommendation by the Board of Directors and
approval by a majority of the members present at an official meeting.
Notice of proposed changes shall be sent to all members 30 days prior to
the meeting at which they will be voted on.
2. Amendments to Articles. The Articles of Incorporation may be
altered or amended, or new Articles adopted, upon recommendation by the
Board of Directors and approval by a majority of the members present in
person or by proxy at an official meeting. Notice of the proposed
changes and time and place of the meeting shall be sent to all members
30 days prior to the meeting at which they will be voted on.
These Bylaws supersede and replace in entirety the Constitution and
Bylaws in existence prior to the date of the adoption of these Bylaws.
Adopted on the 26h day of October, 2001.