By-laws as a Word document
BY-LAWS of :
Prairie Homebrewing Companions Homebrew Club
ARTICLE I - Name
The official name of
the organization shall be the PRAIRIE HOMEBREWING COMPANIONS.
the club shall be referred to as the PHC.
ARTICLE II - Purpose
It shall be the purpose of this club to be a
self-supporting, non-profit organization dedicated to promoting the
art and science of brewing and beer appreciation.
ARTICLE III - Motto
The official motto of the Prairie Homebrewing
Companions shall be: “It Takes Beer To Make Beer!”
ARTICLE IV - Membership
a. Any person who is 21 years of
age or older is eligible to join the PHC and may become a member
of the organization upon payment of his or her annual dues. Being
a homebrewer is not a prerequisite for membership nor is
membership in the American Homebrewers Association (AHA) but the
latter shall be encouraged.
b. Associate memberships of the
Prairie Homebrewing Companions may be given to those individuals
who have demonstrated an interest in the art of homebrewing and/or
played an important role in the development of the club.
Associates shall be nonvoting members and pay no dues. Associate
memberships shall be awarded by a majority vote of members in good
standing. The associate membership shall be valid as long as the
individual demonstrates an interest in the Prairie Homebrewing
c. Guests from other homebrew clubs
sanctioned by the AHA may attend meetings and club activities.
Other guests may also attend meetings provided they are invited
and accompanied by a member of the PHC. After two meetings, such
“guests” will be viewed as prospective members and will be
encouraged to join the club.
d. All club members shall be
responsible for their own actions at meetings and club functions.
ARTICLE V - Officers
a. The officers of the club shall be a President, Vice
President, Secretary, Treasurer and two (2) Counselors. These
officers together with the immediate past President shall
constitute the Executive Committee. A quorum of the Executive
Committee shall be five (5) of the seven (7) members.
b. The Executive Committee shall provide leadership and
guidance to the membership at large.
c. At least 60 days prior to the annual meeting, the President
shall call for the formation of a Nomination Committee. This
committee shall contact each club member and determine his or her
willingness to be nominated for office. Ballots containing the
names of the solicited candidates shall be distributed to all
members in good standing at least 30 days prior to the annual
meeting. Members unable to attend may vote by returning the
completed ballot to a designated member of the nominating
committee. The officers shall be elected by a majority vote of the
members who submit completed ballots on or before the day of the
annual meeting of the club. If only one (1) candidate can be found
to run for an office, the candidate shall be elected by majority
voice vote approval of the members present at the annual meeting.
The officers shall hold office for one (1) year or until their
successors are elected, except the Counselors who shall serve
terms of two (2) years each with one being elected each year.
After a maximum of two (2) consecutive terms in a given office,
the officer shall be ineligible for that office for a period of
one (1) year.
d. Resignation of any officer may be accepted by a majority
vote of the Executive Committee and said Committee is authorized
to appoint a replacement to fill the vacancy. This shall be
accomplished by majority vote of the remaining Executive Committee
members. The appointed officer shall serve the remaining portion
of the term of the vacated office. In the event that more than one
(1) vacancy exists then all replacement officers will be elected
by ballot at the next club meeting to fill the vacancies for the
remaining portion of the term of the vacated office.
ARTICLE VI - Duties of Officers
a. President - The President shall preside at all meetings of
the club and of the Executive Committee and perform all additional
duties as they pertain to the office. The President shall have
custody of all club documents and correspondence. The President
shall be the club contact for the national organization (AHA). The
President shall select and preside over a Board of Inquiry when
deemed necessary. The President shall also be responsible as a
spokesperson for public relations.
b. Vice President – The Vice President shall perform the
duties of the President in the absence of the President or at the
request of the President. The Vice President shall also be
responsible as the club parliamentarian, sergeant at arms and as a
spokesperson for public relations.
c. Secretary – The Secretary shall keep and maintain a true
and accurate record of all meetings of the club and present them
to the club in the form of written minutes at or before the next
scheduled meeting. The Secretary shall also record details of any
meeting of the Executive Committee or Board of Inquiry. The
Secretary shall provide minutes of such meetings to the membership
at or before the next scheduled meeting. In the absence of the
vice president or if the vice president is serving the duties of
the president the secretary shall be responsible as the
parliamentarian and sergeant at arms.
d. Treasurer - The Treasurer shall have charge of all funds of
the club. It shall also be the responsibility of the Treasurer to
maintain accurate records of all financial transactions of the
club. The Treasurer shall provide financial reports to the club on
a regular basis.
e. Counselor - The Counselors shall attend all meetings of the
Executive Committee as the representative of the club membership
as a whole. The Counselors shall also assist the President and
Vice President as spokesperson for public relations. The
Councilors shall act in an advisory role to the executive
committee and the membership at large in questions of policy and
The following shall be non-elected, voluntary
positions. When the individual holding any of these positions
decides to relinquish his or her duties, additional volunteers will
be solicited to fill the vacancy.
If more than one member wishes to hold a
specific non-elected position and the individuals are not able to
resolve this conflict among themselves, they must petition the
Executive Committee. The Executive Committee will appoint one of the
volunteers to the vacant position. Individuals holding a voluntary
position are not precluded from holding an elected office.
a. Librarian/Archivist - The club
librarian shall organize and maintain all of the volumes entered
into the club’s collection. The librarian shall also be
responsible for overseeing circulation of these materials among
b. Editor - The Editor shall collect and
organize submissions for the official club newsletter. The Editor
shall be responsible for printing and distributing the newsletter
to all club members in good standing. The Editor shall also edit,
print and distribute any other official club documents.
c. Award of Brewing Program Coordinator
(AoB) - The AoB Coordinator shall organize and document the AoB
Program as defined in the current version of the AoB
Guidelines posted on the club website. The Coordinator
shall be responsible for organizing AoB entries at club events and
for updating and managing the AoB records. The Coordinator shall
make the final determination on validity of entries and results.
ARTICLE VIII - Dues
a. Annual dues shall be established by the club members present
at the annual meeting.
b. Any member of the club in arrears shall not be eligible to
vote or enjoy any other privileges or benefits of the club.
ARTICLE IX - Meetings
a. Annual meeting - The annual meeting shall be held
during the second (2nd) week of September in each year. If the
annual meeting does not take place at the designated time, it
shall be held within thirty (30) days thereafter and the officers
shall hold over until their successors have been elected. Members
unable to attend may vote by proxy.
b. Executive Committee meetings - Executive Committee
meetings may be called at any time and by any member of that
committee. The Executive Committee may be convened at any time to
discuss club activities but decisions should be made only for
situations immediately affecting the club and requiring rapid
resolution. Any decisions made by the Executive Committee shall be
reported to the general membership at the next regularly scheduled
c. Regular monthly meetings - The club shall meet once a
month at a time and location agreed upon at the previous month’s
meeting. All members in good standing are encouraged to attend and
participate in the transaction of the ordinary business of the
club at these meetings.
d. Special meetings - A special club meeting may be
called at any time by the President or Executive Committee.
e. Quorum - One-fourth (1/4) of the members of the club
entitled to vote shall constitute a quorum at any meeting. A
simple majority of the quorum shall be required to make or change
any club decision or spend club funds
ARTICLE X - Club Purchases
a. Purchase of items with money from the club treasury
must be approved at a regular monthly meeting by majority voice
vote of the quorum. An affirmative vote shall authorize the
treasurer to release the necessary funds.
b. Any item purchased with club funds and sold to club
members may include a surcharge of up to 10% which will be
deposited in the club treasury.
ARTICLE XI - Suspension or Expulsion
member may be suspended or expelled from the club for any reason
deemed sufficient by a three-fifths (3/5) affirmation vote of a
Board of Inquiry. No vote on suspension or expulsion may be taken
unless fourteen (14) days written notice is given to the member
charged. The member will be given a full hearing before the Board
of Inquiry. Any action that is negatively viewed by the local
community and/or results in poor public relations for the PHC may
be grounds for inquiry. Abusive, obnoxious or similar behavior at
club-sponsored activities will not be tolerated and is also
subject for review.
b. The Board of Inquiry shall consist of five (5) members of
the club not related to the accused member. The President shall
choose the members to serve on the board by lot. The President
shall preside over the Board of Inquiry but will not have a vote
on the board.
c. The decision of any Board of Inquiry shall be final
unless overruled by two-thirds (2/3) of the quorum at the first
club meeting after the Board of Inquiry decision.
ARTICLE XII - Amendments
Proposed amendments to these by-laws may be
introduced by any member of the club at any club meeting. The
proposed amendment must be read at two consecutive club meetings
prior to a vote. A two-thirds (2/3) vote of all club members in good
standing shall be required to pass or reject the amendment. Members
may vote by proxy.
Article XIII – Dissolution of the Club
In the event of dissolution the club will abide by all laws of
the State of North Dakota and the Internal Revenue Service.
November 8, 2017
By-laws as a Word document