By-laws

ARTICLE 1. THE SOCIETY:

Section 1: NAME: The not-for-profit organization shall be known as The Illiana Garden Railway Society Inc.

Section 2: Mission Statement:The Society will encourage a greater Individual and Family appreciation of and interest in the hobby of Garden Railroading. Function as and maintain a not-for-profit association for the purpose of promoting and practicing the hobby of Garden Railroading. Provide a G-Scale club layout that encourages members, family and public interaction for purposes of expanding the knowledge about and participation in the hobby.

Section 3: FISCAL YEAR: The Fiscal year of the Society shall be January 1 to December 31.

Section 4: AMENDING THE BY-LAWS: By-laws may be amended by a simple majority vote (51%) of the society voting membership in good standing who are in attendance at any regular meeting.

Section 5: DISSOLUTION: The Society may be dissolved at any duly called meeting at which a quorum (51%) of voting members-in-good-standing (being in attendance) exists subject to a two-thirds (2/3)-majority vote of those members eligible to vote.  In the event of dissolution, disposition of the Club’s assets shall be subject to approval of a two-thirds (2/3) majority of those members eligible to vote.

Section 6: ELIGIBILITY OF MEMBERS TO VOTE: Eligibility to vote is on the basis of one (1) vote per family/household to all members-in-good standing, as defined below.  Proxy votes shall not be accepted.  A member of the family/household who is 16 years of age or older must be present to vote except for officer elections which will allow for mail-in and email votes.

ARTICLE II. MEETINGS:

Section 1: ADJOURNMENT: Any meeting of the members may be adjourned by a vote of a majority (51%) of the members present.  No further Society business may be transacted following an adjournment.

Section 2: MEETINGS: Meetings will be conducted as an informal form and are shall be classified as follows:

a)   SOCIETY BOARD MEETING: A quorum (51%) of the Society board members shall be present. The meeting can take place at the convenience of the board members at any reasonable site selected.

b)  REGULAR SOCIETY MEETINGS: Meetings shall be held once each month for the purpose of transacting the organization’s business and enjoying garden railroading in all its many facets.  This may take place in private homes, at public venues, at club layouts or at a pre selected meeting site and may include operating sessions, clinics, workshops, industry speakers and demonstrations, depending on weather and availability of physical accommodations. The host or hostess of the meeting may choose the format of the meeting.

c)  ANNUAL PICNIC MEETING: The meeting may be held in any summer month so designated by the wishes of the organization.

d) FREQUENCY: Meetings shall be held at a frequency of once a month, with the exception of January and February (because of winter weather) a minimum of 9 times per year.

ARTICLE III. GOVERNING BODY:

Section 1: ELECTIONS: Nomination of Board Members shall be at the March meeting, printed in the newsletter following the meeting and voted on at the April Society meeting. New Board Members will take office effective in the May meeting. Board members are elected as families/households with one vote per family/household.

Section 2: OFFICERS: Each year after the election of new Board Members, the Board shall meet and among themselves decide which position they desire to fill for that year.

a)  PRESIDENT: Shall preside at all meetings.  The President shall appoint all committees, temporary or special offices and shall be a member ex-officio of all committees he appoints.  The President shall be responsible for the overall conduct and planning of the organization activities.

b)  FIRST VICE-PRESIDENT: Shall preside at any meetings from which the President is absent, welcome and introduce new members to the organization.  Assist the President in administrating the organization and Boards affairs. Perform such duties as directed by the Board.

c)  SECOND VICE-PRESIDENT: Shall be responsible for the organization equipment. Keep accurate records, maintain an inventory of equipment, and be responsible for the repair and upkeep of the equipment. Present to the organization any recommendations for additional or replacement equipment including cost. The Second Vice-President shall preside at any meetings from which the President and Vice-president are absent.

d)  TREASURER: Shall have custody, and keep accounts of all organizational finances.  The Treasurer shall present to the membership a statement of such funds as may be required.  The Treasurer shall be responsible for collection of dues and Fees, and shall be responsible for certification of members-in-good standing for voting purposes.  The Treasurer shall deliver a monthly Treasurer’s report to the Board. The Treasure shall send the annual membership renewal forms to all members in good standing.

e)  SECRETARY: Shall keep minutes of all the Board meetings and activities. The Secretary shall keep minuets of all Society meetings. The Secretary shall handle club correspondence, excluding publicity.

Section 3: TERMS OF OFFICE: Term of office shall be two (2) years split into a 2/3 ratio. Two Board Members will be elected every other year andthree Board Members in the Intervening year. There shall be no on the terms of office or the consecutive terms of office (or portions thereof.)

Section 4: VACANCY OF AN OFFICE: Upon written notice from a Board Member of resignation, a new Board Member will be replaced at the next official meeting by a majority vote from the eligible membership in attendance. This replacement Board Member will fill the remaining term of the departing Board Member.

ARTICLE IV. NON-ELECTED POSITIONS: The following non-elected positions are appointed /renewed by the organization President.  Each position may be filled by more than one person, or positions may be combined, as directed by the President.  All members holding non-elected positions will be encouraged to attend the Board meetings as non-voting members. New categories of activities and projects may be created as the club interest matures and sufficient membership interest and support warrants. General membership shall be poled a minimum of once a year to fill the positions below or acknowledge that they remain inactive.

a)  NEWSLETTER EDITOR: Shall be responsible for notification of Club members regarding meetings and activities via the newsletter by U. S. Postal mail or email, based on the information from the Schedule Coordinator.

b)  WEB SITE ADMINISTRATOR: Shall maintain and keep current the organization Internet Website.

c)  SCHEDULE COORDINATOR: Shall be responsible for scheduling all meetings and activities during the year and shall provide the IGRS Newsletter Editor with schedule updates for publication in the newsletter and the Website.

d)  PUBLICITY COORDINATOR: Shall be responsible for updating the IGRS information at least once a year and handle all publicity correspondence.

e)  HISTORIAN: Shall maintain the organizations historical files. Shall take photographs of events or assign someone to take photographs of an event and forward copies to the IGRS Newsletter Editor.

ARTICLE V. MEMBERSHIP:

Section 1: ELIGIBILITY FOR MEMBERSHIP: Membership is open to any person actively engaged in Garden Railroading, desirous of becoming engaged in the hobby of Garden Railroading or interested in promoting Garden Railroading as a hobby.

Section 2: DEFINITION OF MEMBERSHIP: Upon the payment of Society dues as defined in article VI Rule A the definition is as follows:

All individuals residing in the same household shall be considered a FAMILY, for purposes of membership, that family having full membership rights and responsibilities. At least one family member must be sixteen (16) years of age or older. Children under the age of 16 are encouraged to participate and must be accompanied by a parent or guardian. There shall be only one vote per family/household membership and only one IGRS newsletter shall be provided per family/household membership by U.S. Postal mail or email.

Section 3: RESPONSIBILITIES OF MEMBERSHIP:

Members of the organization shall have the following responsibilities, subject to limitations of membership classifications.

1)  Paying dues as specified as a Voting Member or as an Associate Member
2)  Adherence to the IGRS Bi-Laws and rules.
3)  Voting on the organization’s business (if at least sixteen years of age and a member in good standing.
d)   Attending Society meetings and ancillary functions.
e) Guests: Introduction of a guest at meetings is encouraged and that individual may attend a maximum of 2 additional meetings per year prior to joining the Society.

Section 4: APPLICATION FOR MEMBERSHIP: Application for membership shall be made by payment of the minimum dues and fees specified in Article VI Organization Rules.

Section 6: SUSPENSION/DISMISSAL OF MEMBERSHIP: Members in arrears in payment of dues for three months are subject to automatic suspension.  Members in violation of the organization’s rules or who have not fulfilled the responsibilities of membership are subject to suspension or dismissal subject to approval of the organization’s Board of Directors.

ARTICLE VI: ORGANIZATION RULES: The following organization rules can be revised by a vote of a majority (51%) of the Members-in-good-standing in attendance at a regular meeting.

RULE A.) DUES:

VOTING MEMBERSHIP: Society dues shall be at the rate of $50.00 per year, paid in advance for each Family/Household Membership. Yearly dues are payable in December of each year.  New members joining after June 30 of any year shall pay at the rate of $25.00 for the remainder of that fiscal year.

RULE B.) GARDEN RAILWAY ETIQUETTE:
1.   Well-behaved individuals are welcome and unruly individuals may be asked to leave.

2.   When visiting an IGRS Members Garden layout: Stay clear of the railroad right-of-way, plants and other scenery.  If there are established paths,  stay on them. If you wish to use a secondary path or service area, please ask permission of the host.

3.   Guest trains are welcome on most garden railways, but please ask permission before running your equipment on someone else’s line. Garden Railway owners are not liable for damage to visitor’s equipment.

4.   Smokers, please ask permission of the host.

5.   Those of us who operate our own equipment have a natural reflex to touch, pick up or re-rail a piece of equipment.  When visiting as a guest always ask first.

6.   Always respect the host’s wishes.

7.  Children: Behavior is the responsibility of the parent or guardian (Members or general public.)