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By-Laws


Each chapter is required to have a set of by-laws to govern their activity. Chapter officers should use the following shell document and foward it to the Society's Executive Director after it is approved by the local board. The template is located at the bottom of this page.

 

By Laws
of
________________________________________ (Chapter)
of
The Quarter-Century Society, Inc.

I

Name

The name of the branch of The Quarter-Century Society, Inc., organized at
__________________ (name of facility, office or location) of International Paper Company located at __________________ (address) shall be “The ____________ Chapter - The Quarter-Century Society, Inc.”
(Hereinafter referred to as “the chapter”).

II
Object

The object of the Chapter shall be to administer financial assistance to or for the benefit of living Chapter members or eligible dependents of deceased Chapter members consistent with the Constitution and Rules of The Quarter-Century Society, Inc. (hereinafter referred to as “the Society”).

III
Membership

Any person shall be eligible for membership in the Chapter who has been duly admitted to membership in the Society to wit, and who for twenty five years or more shall have been employed by International Paper Company or by one or more of its affiliated or subsidiary companies, (1) is an employee at the ____________________(facility) of International Paper Company, or (2) was at the time he or she retired or became separated from employment, an employee of the __________________, or (3) is employed at (or was retired or separated from) a mill, plant or other operation of the Company where there are less than ten eligible members of the Society, and where such plant, mill or operation is conveniently located to the ________________, or (4) is/was an employee of a company which was acquired by or merged with International Paper at the time of the acquisition/merger.

IV
Governing Committee and Other Officers

The affairs of the Chapter shall be administered by a Governing Committee of five members of the Chapter. The members of the Governing Committee shall be elected each year by the Chapter members at its regular annual meeting. No member may serve more than three consecutive terms on the Governing Committee.

A quorum of the Governing Committee shall consist of three. Meeting of the Governing Committee shall be called by the Chairperson or by the majority of the Governing Committee. Notices of meetings of the Governing Committee shall be given at least three days prior to the meeting date, unless such notice is waived by members of the Committee. The Governing committee shall have the power to fill any vacancies by appointment from among the membership of the Chapter.

The Governing Committee shall elect its own Chairperson and may elect a Vice-Chairperson, a Treasurer and Secretary (which latter two offices may be combined into one). The Treasurer and Secretary need not be members of the Governing Committee. The Governing Committee shall be empowered to pass upon requests from Chapter members (employed, on approved leave, retired or separated) for financial assistance of the nature provided for in Section VII of the Society's Constitution. Upon approval of the majority of the Governing Committee payment shall be made out of the general funds of the Chapter as provided in Section VI hereof. The Governing Committee may also appoint chairpersons of standing committees, such as an Auditing Committee, a Membership Committee, By-laws Committee and such other committees as may seem desirable in the judgment of the Governing Committee or the Chapter.

The Governing Committee shall appoint within one month prior to any regular annual meeting a Nominating Committee, consisting of five Chapter members, to nominate candidates for election to the Governing Committee for the ensuing year. The Nominating Committee shall have its list of nominees in the hands of the Chairperson of the Governing Committee at least ten days prior to the date of the regular annual meeting and the Chairperson shall promptly notify the other members of the Governing Committee thereof.

The Chairperson of the Governing committee shall be the active head of the Chapter and preside at all meetings, or, if necessary, the Vice Chairperson shall assume this responsibility. It shall be the duty of the Chairperson, together with other members of the Governing Committee, to see that the business of the Chapter is transacted in an orderly and business-like manner.

The Secretary shall keep a record of all meetings, attend to all correspondence under the direction of the Governing Committee, and make all reports to the Secretary and Treasurer of the Society required by the Society's rules. Copies of Chapter By-laws and amendments thereto shall be timely sent to the Secretary of the Society. The Chapter Secretary shall also issue calls for all meetings, preserve all records and keep an accurate list of the membership of the Chapter.

The Treasurer shall keep an accurate and complete detailed record of all funds of the Chapter, received and paid out. The Treasurer shall deposit all funds in a depository approved by the Governing Committee. The Treasurer shall pay by check all disbursements authorized by the Governing Committee. All checks for payments, benefits or indebtedness, shall be signed by the Treasurer or Secretary or another member of the Governing committee and countersigned by any other member of the Governing Committee. All grants must be issued in the form of a check. No payment shall be made in the form of cash or money order.

The Treasurer shall file with the Secretary and Treasurer of the Society semi annual financial reports showing detail of receipts and disbursements of the Chapter, including summaries of the circumstances under which financial assistance was given in each such case. The Treasurer shall be bonded if so determined by the Governing Committee

The By-laws Committee shall, as necessity requires, set up new By-laws or amendments thereto subject to the approval of the Governing Committee and the Chapter membership.

The Auditing Committee shall annually audit the books and financial records of the Chapter during the month of January covering the financial activities of the Chapter for the previous year, and shall submit to the Governing Committee and to the Society a report of their audit in the format prescribed by the Society.

V

Meetings

The annual meeting of the Chapter shall be held during the period from _________ to ________________ of each year, at such place as the Governing committee may select and two weeks' notice of the time and place of such meeting shall be given by the Secretary to all Chapter members. Regular meetings may be held at a frequency agreed to by the Governing Committee.

Special meetings may be called by the Chairperson of the Governing Committee upon two weeks' notice to all Chapter members and shall be called by the Chairperson upon petition of not less than one-third of the Chapter members.

The presence of one-third of the Chapter members represented tin person or by proxy shall constitute a quorum.

VI

Benefits

All requests for financial assistance shall be made to the Governing Committee which in each case shall determine the extent of assistance to be given. Funds made available to the Chapter by the Society shall be disbursed only for financial assistance for needy members of the Chapter or eligible dependents of deceased Chapter members and for operating expenses incidental to the normal functions of the Chapter. No expenditures from such funds shall be made for social functions, entertainment or investments. Any benefits disbursed from such funds shall be in strict conformance with the Constitution and Rules of the Society and shall be subject to review by the Board of Directors of the Society.

No member of the Governing Committee shall act upon any disbursement being considered by his or her benefit.

For the Chapter:


___________________________________ Chairperson

___________________________________ Vice Chairperson

____________________________________ Secretary

___________________________________ Treasurer


For the Society:


___________________________________ Executive Director

 

June 4, 1952 (amended December 1988 and January 2008)

 

 

 

Download the template: Chapter By-Laws.doc