DVMMM By Laws
The postal address of the association is P.O. Box 1051, Hockessin, DE 19707. The EC may change this at any time with majority vote but must inform the General Body of the change 30 days prior to the effective date.
The payment of membership dues shall keep the members in good standing and entitle them to membership for one calendar year or part thereof. Membership shall not be transferable. The annual dues for DVMMM membership shall become due and payable on January 1st.
In the case of persons newly moving into the area and joining DVMMM on or after July 1st, the EC may decide to charge one-half of the regular annual dues for the remainder of their first calendar year of membership.
No meeting of the EC can be held without a seven-day notice to the EC members. Minimum of five EC members shall constitute a quorum for the transaction of business meetings of the EC. Decisions of the EC shall be passed only by a majority vote of those present.
The Secretary or Vice President may prepare an agenda for the proceedings of the meeting of the EC. He/she shall prepare minutes of the meeting in English, and these minutes shall be ratified at the next EC meeting.
Only an EC member or a DVMMM member authorized by the EC shall represent DVMMM at any conference, meeting, seminar or gathering.
The EC may appoint committees of members of DVMMM to perform special tasks consistent with the realization of the aims and objectives of DVMMM, to investigate specific problems, procedures and matters of interest, and to make recommendations to the EC. These ad hoc committees shall cease to operate after completion of assigned tasks, or at the discretion of the EC.
Each EC member and his/her heirs, executors and administrators, and members of all ad- hoc committees and General Body of the DVMM shall all times be indemnified and held harmless from matters legitimately undertaken by him/her in the execution of the responsibilities of his/her office.
Responsibilities of EC Officers
The President shall be the Chief Officer of the DVMMM. He/she shall lead the EC and serve the General Body, oversee the general and proper conduct of the business of the Association, and shall see that all orders and resolutions of the EC and the General Body are executed. The President shall present a report on the state of DVMMM at the AGBM.
The Vice President will lead operational aspects of the Association. He/she shall work closely with the Treasurer and Secretary and serve as backup for them. He/she shall have the authority and responsibility of the President if the President is disabled or inactive for any reason.
The secretary shall record and publish the proceeding of all meetings of the DVMMM and its EC, attend to the incoming and outgoing correspondence, and keep all the documents and records of the DVMMM.
The treasurer shall:
Keep custody of the DVMMM funds and financial instruments.
Keep full and accurate account of receipts and distributions.
Deposit or disburse the DVMMM funds as authorized by the EC.
Keep track of all DVMMM assets.
Render an account of all the transactions conducted as a treasurer to the EC at the regular meetings, and present a financial summary to the members at the general body meeting.
The Cultural Secretary shall take the initiative and leadership in formulating, organizing and executing the cultural activities and programs of the DVMMM.
The Members at Large shall be responsible for maintaining effective communication with the membership. They may play lead roles in communications including web site management, publicity etc., or in any other area designated by the EC.
The fiscal year of DVMMM shall be the calendar year.
The EC will conduct all business for the DVMMM, including but not limited to, purchasing or hiring goods and services and entering into contracts on behalf of the DVMMM.
The account in the name of DVMMM shall be maintained in a bank or a savings institution and operated jointly by the President and the Treasurer. No ad hoc committee of DVMMM will be authorized to receive funds or separately maintain a bank account in the name of DVMMM.
Only the members of the EC shall make expenditures on behalf of DVMMM. Expenditures of more than $250 by any EC member must have prior approval from the EC.
Notwithstanding Article 5.2, any contract or financial transaction exceeding $5000 shall require the consent of the General Body.
The outgoing EC shall prepare audited financial statements of their fiscal year no later than Sankrant Day of the following year. A copy of these statements shall be published in the Association’s newsletter within 30 days. The outgoing treasurer will retain responsibility for filing taxes for the previous fiscal year.
The outgoing EC must hand over control of all business matters and financial and physical assets to the incoming EC at least 1 week prior to the end of their term.
Per Article 7 of the constitution, the EC shall call an Annual General Body Meeting each year
In addition to the provisions of Articles 7,8 and 9 of the constitution, the EC, by a majority vote, shall be allowed to call a general body meeting of the DVMMM membership for any purpose it deems fit.
Special meetings of DVMMM shall be called by the EC, on receipt of a requisition by at least 1/3rd of the voting members of DVMMM.
A written notice of any General Body Meeting, including an agenda, shall be given to all DVMMM members no less than 30 days before the date of the meeting.
Except as specified in Articles 8 and 9 of the Constitution, at any DVMMM meeting called with proper notice per the By Laws and Constitution, the members present shall constitute a quorum.
Eligible DVMMM Members must routinely cast their ballots in person. If one spouse in a Family membership is present, he/she may cast a proxy vote for his/her spouse in addition to his/her vote. Absentee ballots shall be permitted only as arranged with the Vice President or Election Officer (for annual elections) at least 1 day in advance of any DVMMM meeting.
The EC shall designate two Election Officers per Article 5.8 of the Constitution. These election officers will be responsible for soliciting candidates for all elected posts, conducting the elections (if necessary) for the next EC including counting the votes and certifying the election results.
The EC must communicate the identity of the nominated Election Officers to the General Body by Sept. 15th each year.
The list of eligible voters will be frozen on Sept. 15th each calendar year. Any person becoming a DVMMM member after this date shall not be eligible to vote in elections held during that year.
The Election Officers shall receive nominations for all positions on the EC, no later than 15 days prior to the AGBM.
The Election Officers shall mail/Email the names of the candidates in the slate(s) to the DVMMM members at least 1 week before the date of the annual meeting.
The election shall be conducted during the AGBM and the results of the election shall be declared prior to adjournment of the AGBM.
Notice of Meetings, elections and other matters can be provided to the General Body by Email, or regular Mail. In case of members wishing to get notice by regular mail, the date of mailing of the notice shall be used in interpreting sufficiency requirements in the By Laws and Constitution.
The Association shall periodically publish a newsletter. Notice of official Association matters can also be provided through this Newsletter.
These By Laws may be amended as follows:
Any DVMMM member, including EC members, may circulate a notice of intent to amend and a description of the proposed amendment to all members at least 30 days prior to any General Body Meeting. At this meeting the motion to amend the must be passed by a simple majority of all voting members present.