BYLAWS OF Tahoe Regional Young Professionals

ARTICLE I – NAME, PURPOSE

Section 1: Name. The name of the organization shall be Tahoe Regional Young Professionals

Section 2: Purpose. The Tahoe Regional Young Professionals is organized exclusively for charitable, networking, and educational purposes, more specifically to connect Tahoe’s next generation to help the community.

ARTICLE II – ANNUAL MEETING

Section 1: Annual Meeting. The date of the regular annual meeting shall be set by the Board of Directors who shall also set the time and place.

Section 2: Notice. Notice of each meeting shall be given to each voting member not less than ten days before the meeting.

ARTICLE III – BOARD OF DIRECTORS

Section 1: Board Role, Size, Compensation. The Board is responsible for overall policy and direction of Chairs and Committees, and delegates responsibility for day-to-day operations to the Chairs and Committees. The Board shall have up to 10 and not fewer than 3 members. The board receives no compensation other than reasonable expenses.

Section 2: Meetings. The Board shall meet at least once per month, at an agreed upon time and place.

Section 3: Board Elections. Election of new directors or election of current directors to a second term will occur as the first item of business at the annual year-end meeting of the organization. Directors will be elected by a majority vote of the current directors. An applicant must have held a position on the Board prior to holding the position of President.

Section 4: Terms. All Board members shall serve two year terms, but are eligible for re-election.

Section 5: Quorum and Voting. A quorum must be attended by at least 50 percent of the Board members before business can be transacted or motions made or passed.   In absence of a quorum, no formal action shall be taken except to adjourn the meeting to a subsequent date. Passage of a motion requires a simple majority.

Section 6: Notice. An official Board meeting requires that each Board member have notice two weeks in advance.

Section 7. Officers and Duties. There shall be nine Directors of the Board consisting of an Executive Director, Assistant Director, Planning Director, Finance Director, Membership Director, Communications Director, Special Events Director, Community Involvement Director, and TRYP Representative. Their duties are as follows:

Executive Director:
The Executive Director (ED) reports to the Board of Directors working to formulate and execute development activities, including fundraising and grant writing.
Position
In order to fulfill these responsibilities, and subject to the organization’s bylaws, the ED will ensure that the organizations two primary critical objectives remain successful: ensuring that the program remains economically sustainable and managing an excellent existing operation.
Responsibilities:

Leadership & Management:
• Ensure ongoing programmatic excellence, rigorous program evaluation, and consistent quality of finance and administration, fundraising, communications, and systems.
• Develop timelines and effectively utilize resources to implement initiatives aligned with strategic and operational goals.
• Actively engage and energize TRYP volunteers, Board members, event committees, partnering organizations, and funders.
• Support the TRYP Board of directors; serve as ex‐officious of each committee, seek and build Board involvement with ongoing operations.
• Develop and maintain strong working relationships with leaders in the local and regional community. Leverage these relationships to further the interests of TRYP.

Assistant Director:
The Assistant Executive Director (AED)’s main role is to provide a backup to the ED, and to become familiar with the responsibilities of the ED.
Position
In order to fulfill these responsibilities, and subject to the organization’s bylaws, the AED shall perform the duties of the ED in the absence or incapacity of the ED, and shall serve, as ED during the remainder of the term should the position of ED become vacant.
Responsibilities:
Leadership & Management

  • Serves as a voting member of the Board of Directors and Executive Committee and as an ex-officious member of the Strategic Planning Committee.
  • Informs members and others about the Organization’s bylaws, procedures, and strategic plan.
  • Attends committee and other meetings as warranted to become familiar with Organization matters in preparation for the ED position.
  • Establishes and maintains a close working relationship with the ED for continuity of goals, objectives, and purposes of the Organization.
  • Works closely with the ED on existing and future projects to ensure a smooth transition from one year to the next.
  • Assists the ED in promoting the objectives of the Organization.
  • Attends the Annual Meeting and all Board of Directors meetings, and other meetings/functions deemed necessary or appropriate.Qualities
  • The AED should possess the personal attributes of enthusiasm, motivation, persistence,courage, imagination, dedication, diplomacy, and appreciation, with strong emphasis on interpersonal communication skills.Qualifications
    It is recommended that individuals nominated for AED possess the following minimum qualifications for consideration:
    1. Shows commitment to volunteering and interest in giving back to our community. 2. Demonstrates leadership skills and willing to invest time to grow TRYP.
    3. Served on at least one Organization committee.

Finance Director:
The Finance Director (FD) shall perform the usual duties of the office and those assigned by the Board and, at the Annual Business Meeting, shall report to the members on the financial status of the organization.
Position

In order to fulfill these responsibilities, and subject to the organization’s bylaws, the FD acts as the Board’s “money conscience,” helps to prepare the organization’s annual budget and monitors expenditures and income, usually through monthly financial statements.
Responsibilities:

  • Manages finances of the organization.
  • Administrates fiscal matters of the organization.
  • Provides annual budget to the Board for members’ approval.
  • Ensures development and Board review of financial policies and procedures.
  • Stay abreast of organization activities and be prepared to offer practical suggestions and advice.
  • Perform additional duties as assigned by the Executive Director and/or the Board of Directors.

Planning Director:
The Planning Director (PD) is responsible for ensuring that accurate and sufficient documentation exists to meet legal requirements, and to enable authorized persons to determine when, how, and by whom the Board’s business was conducted.
Position

In order to fulfill these responsibilities, and subject to the organization’s bylaws, the PD records minutes of meetings, ensures their accuracy, and availability, proposes policies and practices, and submits various reports to the Board.
Responsibilities:

  • Responsible for ensuring that accurate minutes of meetings are taken and approvedand will include at minimum: date, time, location of meeting; list of those present and absent; list of items discussed; list of reports presented; text of motions presented and descriptions.
  • Act as custodian of records responsible for signing a copy of the final, approved minutes and ensures that this copy is maintained.
  • Ensure that the records of the organization are maintained as required by law and made available when required by authorized persons. These records may include founding documents, (eg. letters patent, articles of incorporation), lists of directors, Board and committee meeting minutes financial reports, and other official records.
  • Participate in Board meetings as a voting member. The PD provides items for the agenda as appropriate. In the absence of the ED the PD calls the meeting to order, presiding until a temporary chairperson is elected. The PD records meeting minutes as described above.
  • Perform additional duties as assigned by the Executive Director and/or the Board of Directors.

Membership Director:
The Membership Director (MD) is responsible for cultivating new members and strengthening relationships with existing members in an effort to secure member referrals.
Position
In order to fulfill these responsibilities, and subject to the organization’s bylaws, the MD develops and implements plans to retain current members, aggressively increase the number of members, and meet annual revenue goals.
Responsibilities

  • Responsible for the welcoming membership program including “Welcome Folders”.
  • Work closely with the Special Events Director to coordinate, track, and evaluate all membership-related activities, including acquisition, renewal, and acknowledgment
  • Provide excellent customer service to members, and communicate with them and engage them in ways that make people excited to be part of the TRYP family.
  • Work closely with the Communications Director to communicate with new, existing and potential members about TRYP events programs and opportunities.
  • Direct the retention program of members about to be suspended or terminated for nonpayment of dues.
  • Keep an up-to-date record and maintain the member database.
  • Send dues collected to the Finance Director on a regular basis
  • Keep supplies current, i.e., membership cards, receipts. Confer with Executive Director and/or Board of Directors regarding large purchases of supplies.
  • Maintain forms used by the membership director including, Welcome Letter, Bylaws(sent to every new member), Membership Card, Board of Directors Application, TRYP Member Newsletter, Dues Request Post Card Reminder, Thank you letter for payment of dues.
  • Perform additional duties as assigned by the Executive Director and/or the Board of Directors.

Communications Director:
The Communication Director (CD) is responsible for developing and implementing a communications plan and will serve as the key spokesman and media contact.
Position

In order to fulfill these responsibilities, and subject to the organization’s bylaws, the CD will distribute press releases, PSA’s (public service announcements) to local media outlets announcing TRYP’s events, volunteer opportunities, professional developments and milestones all while including the organization’s mission, goals and objectives. Communication to key media outlets will also include photos, arranging TV and radio appearances to promote events and social functions.
Responsibilities

  • Create Facebook events, respond to inquiries and assist with adding new photos,video and content.
  • Work closely with Membership Director to update various social media outlets.
  • As the organization progresses this position should include marketing which wouldhelp with website design, promoting Tahoe Regional Young Professionals and newsletters to members and potential new members. The newsletter should include clips for media outlets, photos and member information for upcoming events and volunteer opportunities.
  • Work closely with the ED to approve materials and releases to distribute to media outlets.
  • Perform additional duties as assigned by the Executive Director and/or the Board of Directors.

 

Special Events Director:
The Special Events Director (SED) is responsible for providing leadership and management for the Organization’s comprehensive special and community based events program.
Position

In order to fulfill these responsibilities, and subject to the organization’s bylaws, the SED will serve as the main point of contact for TRYP’s special events while providing professional expertise in the planning and implementation of all special and fundraising events including the annual Winter White Gala.
Responsibilities:

  • Management & oversight of the TRYP events calendar.
  • Collaborate with the ED to seek, enhance, and initiate fundraising opportunities and community donors for current events while identifying new ones through sponsorship proposals, follow-up donation calls, and prize solicitation calls as needed.
  • Develop, plan and organize special events. Assist with contract negotiations,coordinate with outside vendors, and handle logistics, materials, supplies, publicity and all aspects of special events.
  • Arrange special event pick up and deliveries as necessary.
  • Track event income and expenses to ensure budgetary compliance.
  • Recruit and coordinate volunteers as needed to assist with special events.
  • Organize and manage all printing needs related to special events and publicity including invitations that incorporate our mission with emphasis on high standards,attention to detail and appearance.
  • Facilitate effective flow of event and ensure the safety of all participants at special events.
  • Maintain organized files on events including committee lists, sponsor contact information, contracts, media releases, income, expenses, meeting notes and final reports.
  • Attend evening and/or weekend meetings and/or events as needed to maximize success of events.
  • Provide post-event report for Board of Directors and finalize events with necessary thank you letters.
  • Perform additional duties as assigned by the Executive Director and/or the Board of Directors.

Community Involvement Director:
The Community Involvement Director (CID) is responsible for overseeing activities related to the marketing of TRYP and the value of its representation to local businesses, organizations, vendors and other professional associations.
Position

In order to fulfill these responsibilities, and subject to the organization’s bylaws, the CID will serve as the main point of contact for TRYP to secure sponsorships and develop partnerships that are mutually beneficial to both TRYP and the partnering organization.
Responsibilities:

  • Develop and maintain potential sponsor/partner list to include local businesses,organizations, vendors, and associations
  • Solicit sponsors for member activities including, but not limited to: mixers, speaker series, conferences, website, newsletter, events
  • Promote TRYP membership and activities to local businesses, organizations,college/universities, and other professional associations
  • Attend community events looking for partnership and marketing opportunities
  • Work with Communications & Membership Director to ensure appropriate placement of sponsor message on website, in newsletters and other TRYP member media outlets
  • Develop communication and marketing materials for distribution to local partners
  • Solicit opportunities for membership, help to identify volunteers/committees, work with community organizations to ensure their needs are met by our membership, ensure completion of activities
  • Advise Board of community/organization interests in TRYP
  • Represent the chapter professionally and ethically

TRYP Representative:
The TRYP Representative (TR) is responsible for being an ambassador for TRYP and for holding a vote during Board Meetings in order to act as a tie breaker.
Responsibilities:

  • Attend all Board Meetings and events
  • Represent the chapter professionally and ethically
  • Perform additional duties as assigned by the Executive Director

Section 8: Vacancies. When a vacancy on the Board exists, nominations for new members may be received from present Board members by the Planning Director two weeks in advance of a Board meeting. These nominations shall be sent out to Board members and the nominees. Nominees and all members will be notified of the vacancy and have the opportunity to apply to the Board. The Board will evaluate the applicants by interview and then vote at the regular Board meeting or sooner. These vacancies will be filled only to the end of the particular Board member’s term.

Section 9: Resignation, Termination and Absences. Resignation from the Board must be in writing and received by the Planning Director. A Board member may be dropped for excess absences from the Board if s/he has two unexcused and two excused absences for a total of four from Board meetings or two excused and two unexcused for a total of four event absences in a year. If a member reaches the limit of absences, s/he will have a sit down discussion with the Board and the Board will vote to excuse the member with a majority vote.  A Board member may be removed for other reasons by a three-fourths vote of the remaining directors.

ARTICLE IV – COMMITTEES

Section 1: The Board may create committees as needed, such as fundraising, volunteering, etc. The Board shall appoint with majority vote all committee leaders.

ARTICLE V – FISCAL POLICIES

Section 1: Fiscal Year. The fiscal year of the Board shall be January 1st – December 31st.

ARTICLE VI – AMENDMENTS

Section 1: Amendments. These Bylaws may be amended when necessary by a two-thirds majority of the Board of Directors. Proposed amendments must be submitted to the Planning Director to be sent out with regular Board announcements.

These Bylaws were approved at a meeting of the Board of Directors of Tahoe Regional Young Professional on March 7, 2012.

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