2008-2009 SWCM By-Laws
2008-2009 SWCM By-Laws
This Organization is formed for the purpose of advancing the interest of the membership of the Brotherhood of Locomotive Engineers and Trainmen (BLET) and the Brotherhood of Locomotive Engineers and Trainmen Auxiliary (BLET Auxiliary) of Missouri, Kansas, Arkansas, Texas, Louisiana, Oklahoma, Nebraska, Iowa and Dupo and Belleville, Illinois, hereinafter known as the Southwest Region. Also, the purpose of this Organization is to create and maintain harmony and the spirit of fraternal love and otherwise to promote the general welfare of these two great Organizations.
This Organization shall be known as the Southwestern Convention of the Brotherhood of Locomotive Engineers and Trainmen and the Brotherhood of Locomotive Engineers and Trainmen Auxiliary.
BY-LAWS
Article 1 – Officers
The elected Officers of the Southwestern Convention shall be: Chairperson, Vice Chairperson, Recording Secretary, Treasurer and Alternate Treasurer. The term is for four (4) years effective with the 2006 elections. The 2006 elections will be for the positions of Chairman, Recording Secretary and Alternate Treasurer. In 2008, the elections will be held for the positions of Treasurer and Vice Chairperson. The elections were voted to be split in order to retain experienced members on the Executive Committee at all times. The Executive Committee shall consist of the Chairperson, Vice Chairperson, Recording Secretary and Treasurer.
Article 2 – Duties of Officers
The Chairperson shall coordinate the Convention events with the National Division, National Auxiliary, Host Division, Designated Legal Counsel (DLC) and any other event sponsors approved by the BLET. All contracts will be the responsibility of the Chairperson with the approval of the Executive Committee and the Host Division. The Chairperson will attend the annual meeting with the National Division Representatives, DLC and other Regional Convention Meeting Hosts. The Chairperson shall preside at the business meeting of the Convention. The Chairperson and the Treasurer will be responsible for establishing the budget for all the meetings of the Southwestern Convention. The Southwestern Convention will only be responsible for the banquet or emergency situations, if necessary, with prior approval by the Chairman. It will be the responsibility of the Chairperson to coordinate the events with the Designated Legal Counsel, other event sponsors and the Host Division.
The Vice Chairperson shall assume the position of Chairperson in his/her absence. Should the office of Chairperson become vacant, the Vice Chairperson shall assume the office until the next scheduled election of officers. Should the position of Vice Chairperson become vacant, the Executive Committee will fill the position by appointment.
The Recording Secretary shall be responsible for the program guide, maintain the SWCM website after approval by the Chairman, maintain up-to-date minutes of the proceedings and up-to-date By-Laws. It will be the responsibility of the Recording Secretary to provide current By-Laws to the National Division for posting on their website. Should the position of Recording Secretary become vacant, the Executive Committee will fill the position by appointment.
The Treasurer shall be responsible for maintaining the books and records of the Southwestern Convention and keeping the Alternate Treasurer up to date on the books and records. The Treasurer shall manage all monies received and expended by the Southwestern Convention. The Treasurer shall be responsible for pre-registration and registration. A standardized form will be used in both pre-registration and registration. Pre-registration is due no later than two (2) weeks prior to the opening date of the Convention.
On site and late pre-registration fees not paid two (2) weeks in advance of the Convention will be assessed an additional twenty-five ($25.00) dollar charge. Pre-registration refunds, due to being unable to attend, will be issued if a written request is received within fifteen (15) days after the close of the Convention.
The Treasurer and the Chairperson will be responsible for establishing the budget for all meetings of the Southwestern Convention. The Treasurer will notify the Secretary/Treasurer of each member Division of their Division’s assessment to the Southwestern Convention.
The books and records of the Southwestern Convention will be turned over to a newly elected Treasurer following the completion of the previous year’s business not to exceed January 31st following the Convention at which the election was held.
The Alternate Treasurer shall assume the position of the Treasurer should the position become vacant. Should the position of Alternate Treasurer become vacant, the Executive Committee will fill the position by appointment.
It is the duty of the elected officers to attend the SWCM. Should any officer of the Southwestern Convention have no contact with the Executive Committee for one (1) year OR not attend the Southwestern Convention for a period of two (2) consecutive years, then that officer can be removed by the Executive Committee and a replacement for that position will be appointed by the Executive Committee to finish out that position’s term.
Article 3 – Executive Committee
The Executive Committee of the Southwestern Convention and Host Site Chairman will work together in securing a hotel contract in the Host City. The Executive Committee and the Host Division will coordinate the Convention events with DLC, vendors and other event sponsors. DLC, vendors and other event sponsors will coordinate activities approved by the Executive Committee and Host Division directly with the hotel or other entities and be responsible for all related expenses. The Executive Committee will assist and guide the Host Division in their duties and responsibilities
Article 4 – Membership
Divisions must have paid their assessment to be considered in good standing. Divisions must pay their dues for three (3) consecutive years, to be paid annually prior to August 1st, to qualify for the provision of Article 14. Any Division not paying their assessment for three (3) consecutive years will no longer be considered a member of the Southwestern Convention and will have to apply to the Convention for reinstatement. A Division wanting to become a member of the Southwestern Convention shall be required to petition the Southwestern Convention for membership. A Division making application for and never having been a previous member of the Convention, if accepted, will qualify for the provisions of Article 14 the following year.
Article 5 – Membership Assessment
To maintain membership, each member of a BLET Division will pay an assessment of three ($3.00) per member per year.
Article 6 – Expenses
The funds of the Convention will be used to defray legitimate expenses of the Convention including lodging, car mileage and necessary expenses to conduct business at the Convention. This article will apply to the Executive Committee and Host Chairman as authorized by the Executive Committee. The IRS rate for car mileage will be used. Reasonable expenses including travel, lodging, car mileage, meals and necessary expenses will be paid to the Chairperson of the Southwestern Convention for the securing of hotel contracts in the host cities and attending the annual meeting with the National Division Representatives, DLC and other Regional Convention Meeting Hosts. Funds for the budget of the Southwestern Convention sent from the DLC Chairman must be received IN FULL by the Southwestern Convention Treasurer (not the DLC Liaison) no less than 90 days before the starting date of the Convention. If the Convention budget funds from the DLC Chairman is not received IN FULL by the Southwestern Convention Treasurer (not DLC Liaison) no less than 90 days before the starting date of the Convention, the Executive Committee will have the option to exercise the right to have individual organizations and/or individual DLC’s separately sponsor activities and/or events for the Southwestern Convention.
Article 7 – Convention Fees and Registration
The Executive Committee shall be authorized to set the amount to be charged for Convention fees. Convention fees will be paid by all attendees including DLC, National Division and BLET Auxiliary Officers and their representatives. Payment of the Convention fee entitles the registrant to a Convention badge that will admit the registrant to all Convention activities and meetings. Those not paying any Convention fees will receive a name badge, if desired and may attend all meetings but not activities. If any individual or organization have unpaid registration fees or unpaid program ad fees from the previous year, they will not be allowed to register for attendance or place a program ad for that current year until all unpaid registration fees and unpaid program ad fees are paid in full.
Article 8 – When and Where Held
Meetings of the Convention shall be held annually. The Convention City shall be established three (3) years in advance. The city selected for the third (3rd) year will be used as an alternate to the city selected for the second (2nd) year if necessary. The Chairperson shall appoint a Placement Committee of five (5) members. The committee will be made up of BLET and BLET Auxiliary members whose purpose is the selection of the next Convention City. Members interested in hosting the Southwestern Convention shall submit a written bid to the Placement Committee. The Placement Committee shall submit their report and recommendations at the Convention Business Meeting. All bids received will be voted upon at the Business Meeting of the Convention. Tentative Convention dates will be announced by the chosen Host Divisions or Committees at the Convention Business Meeting.
Article 9 – By-Laws Committee
The Chairperson shall appoint a By-Laws Committee of five (5) members. The committee will be made up of BLET and BLET Auxiliary members. The purpose of the By-Laws Committee is to determine if any by-laws need to be changed or amended and to propose any appropriate resolutions. A copy of the by-laws shall be furnished to each By-Laws Committee member when appointed.
Article 10 – Audit Committee
The Chairperson shall appoint an Audit Committee consisting of three (3) members. The committee will be made up of BLET and BLET Auxiliary members who shall audit the book and accounts of the Treasurer at the annual meeting of the Southwestern Convention.
Article 11 – Meeting Schedule
The schedule for the Southwestern Convention will be as follows:
Sunday – Early Registration for golfers and those wanting to come in advance.
Monday – Registration and Golf Tournament, if Host Division or Host Committee provides the opportunity. If not, it will be a day on your own. Welcoming Reception sponsored by DLC, if provided.
Tuesday – Opening Ceremonies, Closed Meetings (BLET) and Open Meetings (BLET Auxiliary). Tuesday evening will be a DLC social event or open evening.
Wednesday – Education/Training Seminars conducted by the National Division (BLET). Wednesday evening will conclude with a banquet or social event.
Thursday – Business Meeting in the morning.
Article 12 – Business Meeting Agenda
The order of business for conducting the meeting of this Organization shall be:
Call to Order
Reading of the minutes of previous meeting
Financial Report
Committee Reports
Unfinished Business
New Business
Elections in the years necessary
Article 13 – Vendors
Vendors for the Southwestern Convention shall receive written authorization from the SWCM Chairperson. Vendors wishing to display or sell merchandise for profit will pre-pay a flat rate of four hundred ($400) dollars for the length of the Convention. All merchandise displayed will be union made, made in the USA or those countries under control of U.S. policy concerning human rights violations.
Article 14 – Scholarships and Standing Scholarship Committee
The Southwestern Convention shall award two (2) or more academic scholarships. Recipients must be sons or daughters of members in good standing. Step-sons and step-daughters will qualify for Southwestern scholarships. Sons and daughters in post-graduate school will be eligible for Southwestern scholarships. The scholarships shall be awarded at each annual Convention. The checks shall be made payable to the scholarship recipient and the institution for higher learning.
The criteria and amounts of scholarships shall be determined by a standing Scholarship Committee consisting of seven (7) members including the SWCM Treasurer and the Chairman of the Southwestern Convention. Any Scholarship Committee vacancies will be filled by election at the Business Meeting. Committee Members having a relative applying for a scholarship shall excuse themselves from voting on that child’s application.
A minimum of five hundred ($500.00) dollars per year shall be removed from the Southwestern Convention funds and set aside to a scholarship fund. Scholarship recipients must claim their scholarships by January 15th, following the Convention. The Scholarship Committee may award one (1) scholarship in the amount of five thousand ($5000.00) dollars to be paid in four (4) installments for a four (4) year academic scholarship to an exceptional high school student that meets the criteria established by the Scholarship Committee. The recipient of this scholarship must maintain a grade point average of 3.0 or higher and submit proof of grade point average before the next Southwestern Convention convenes annually. Additional monies for the fund shall be collected through fund raising events. The funds collected through fund raising events shall be kept within the Southwestern Convention and used for Southwestern Scholarships. These funds are not to be divided with other parties.
Each year the top scholarship applicant, as chosen by the Scholarship Committee, will be designated as the recipient of the Rodney Stutes Southwestern Convention Scholarship Award.
*These By-Laws were presented, discussed, voted on and accepted on September 18, 2008, in St. Louis, Missouri at the 73rd SWCM Business Meeting.