By-laws of the Dallas City Association for Promoting Equality
The name of this association shall be the LGBT Employee Association of Dallas, which in these by-laws may be referred to as the “Association.”
The mission of the LGBT Employee Association of Dallas is to raise awareness of equality issues in the workplace in order to foster an organizational culture that is inclusive and supportive of lesbian, gay, bisexual, transgender and queer City employees, promote professional and personal development, and break negative stereotypes through education.
3.1. MEMBERSHIP CLASSIFICATION. There shall be two classifications of membership in the Association: member and associate member.
3.2. MEMBER. Active employees of the City of Dallas, and employees of a staffing service agency on assignment with the City of Dallas, shall be eligible to be a member of the Association. Members are entitled to the following privileges:
3.2.1. Each member shall have the right to cast a vote at annual and special called meetings of the Association.
3.2.2. Each member shall be eligible for any office, whether elected or appointed.
3.2.3. Each member is entitled to all services of the organization.
3.2.4. Each member is entitled to participate in all organizational meetings and events.
3.3. ASSOCIATE MEMBER. An elected official or retired employee of the City of Dallas shall be eligible to be an associate member of the Association. Associate Members are afforded privileges determined by majority vote of the executive committee; however, associate members shall not be entitled to vote or hold elected office in the Association, and shall not count towards total membership for the purpose of achieving a quorum at membership meetings.
3.4. INACTIVE ROSTER. Members that do not attend any Association meetings or events within a twelve month period shall be considered inactive. Inactive members shall not count towards total membership for the purposes of achieving a quorum at membership meetings.
3.5. TERMINATION OF MEMBERSHIP. Membership in the organization shall be terminated for the following reasons.
3.5.1. At the written request of the member or associate member.
3.5.2. When the member or associate member’s employment with or assignment to the City of Dallas is terminated.
3.5.3. By determination of the executive committee that an infraction of the by-laws or other regulations of the Association occurred, or any other good and valid reasons as determined by the executive committee. The executive committee’s determination shall be ratified by two-thirds vote of the members at any annual or special meeting.
The executive committee shall, with the authorization and approval of the membership, determine whether or not there shall be membership dues by any classification of the membership of the Association and to fix and determine the amount thereof.
5.1. ANNUAL MEETING. The annual meeting of the membership will be held the third Tuesday in October of each year unless notice is communicated by the executive committee to the membership via email at least 10 days but no more than 30 days in advance that the meeting is rescheduled. An annual meeting that is rescheduled shall not occur more than 30 days after the third Tuesday in May.
5.2. SPECIAL MEETINGS. Special meetings of the Association may be called by the president, by a majority vote of the executive committee, or by petition signed by no less than fifty percent of the active members of the Association. The membership shall be notified at least five business days in advance of the date of a special meeting.
5.3. QUORUM. At all membership meetings of the organization, a quorum shall consist of one-half plus one of the total active members of the Association.
OFFICERS AND EXECUTIVE COMMITTEE
6.1. OFFICERS. The officers of the Association shall be a president, vice president, and a secretary- treasurer. Officers are elected by majority vote of active members at each annual meeting.
6.1.1. PRESIDENT. The president shall preside over all meetings of the membership and the executive committee and shall also have such other powers and perform such other duties as may be required from time to time by the executive committee. The president may also appoint committees as authorized by the executive committee.
6.1.2. VICE PRESIDENT. The vice president shall, in the absence of the president, perform all of the duties and have all powers of the president. The vice president shall assist the president with business of the Association in any manner requested by the president or executive committee.
6.1.3. SECRETARY-TREASURER. The secretary-treasurer shall keep a record of all membership and executive committee meetings. The individual shall be custodian of all books, documents, photos, and other historical records of the Association. The individual shall serve all notices required by the by-laws of the association and as directed by the executive committee. The secretary-treasurer shall also be the fiscal officer for the Association, and maintain a book of accounts and all receipts of disbursements and other financial records as determined by the executive committee. The secretary-treasurer shall be responsible for collection and deposit of dues, donations and other funds received by the Association, and for making payments as authorized by the executive committee. Meeting minutes shall serve as record of authorization to expend funds.
6.2. TERM OF OFFICE. Officers shall assume their duties at the close of the meeting at which they are elected. Officers shall serve for a term of one year or until their successors are elected. No officer shall serve more than two consecutive terms in the same office, unless the no other member is able to accept a nomination for the office. A vacancy in any office shall be filled by the executive committee.
6.3. EXECUTIVE COMMITTEE. The officers of the Association shall make up the Executive Committee. A quorum of the executive committee shall be made up of all current officers. In the event an executive committee member is unable or unwilling to attend a meeting within 30 days, the remaining officers shall constitute a quorum.
Robert’s Rules of Order, Revised, shall govern in all cases where they do not conflict with the by-laws of the Association. The vice president shall serve as parliamentarian who shall rule on disputed points of parliamentary procedure at all meetings of the membership and executive committee.
8.1. AMENDMENTS TO THESE BY-LAWS. Amendments to these by-laws shall be submitted in writing and presented to the executive committee for review. The executive committee shall review the proposed amendments at their next regularly scheduled meeting, but no later than the annual meeting. The proposed amendments, together with the comments and recommendations of the executive committee shall be presented at the next regularly scheduled annual meeting, or at a special meeting called in accordance with Section 5.2 of these by-laws.
8.2. REVIEW PERIOD. The proposed amendments must be sent via email to members of the Association at least 14 business days prior to the meeting at which the amendments are to be voted upon.
8.3. ADOPTION. Two-thirds of the members present and eligible to vote shall be required for adoption of amendments to these by-laws. Amendments shall take effect immediately after passage unless otherwise specified in the amendments.
Adopted May 15, 2015
Amended February 9, 2017