Shasta Society of Brewers
Constitution & By-Laws
CONSTITUTION OF THE SHASTA SOCIETY of BREWERS
(As of May 2018)
Section 1. Name
The name of this organization shall be the Shasta Society of Brewers.
Section 2. Purpose
The purpose of the Shasta Society of Brewers shall be to provide educational opportunities to all members and the public by:
- The dissemination of knowledge regarding the art of brewing.
- Exploring and evaluating beer styles, and brewing techniques.
- Holding lectures at which qualified experts discuss topics pertaining to home brewing and give instruction on brewing techniques.
- Engaging in social activities focused on teaching homebrewing and/or by promoting the responsible use and enjoyment of the products of our craft as a common foundation.
- The consumption of samples allows for examination of the various styles of home brewed beverages for the purposes of competition, evaluation, feedback and problem solving.
Section 3. Membership
General membership is unlimited and open to any individual person or couple interested in the advancement of home brewing and who will support the basic constitution of this Shasta Society of Brewers, subject only to compliance with the provisions of the by-laws. Members are not required to be home brewers. Members must be at least 21 years of age to participate in beer tastings.
Section 4. General Membership Meeting Location
The meeting location of the Shasta Society of Brewers shall be at a location decided by the membership by resolution.
Section 1. Supreme Law
All legislative and executive powers shall be given to and controlled by the Board of Directors. “Supreme Law” inherent in the executive powers of the Board of Directors is the ability to remove a person from the membership for cause. The Board of Directors shall consist of all the elected officers of this Shasta Society of Brewers.
Section 2. Elected Officers
The elected voting officers of The Shasta Society of Brewers shall be: President, Vice President, Secretary, Treasurer, Cellar Master, Web Master, Public Relations Director, Activities Director, Membership Director and Newsletter Editor. In the event any of these voting officers is not filled during the September board elections then the current President has the right to fill any of these positions as needed through appointments. The appointed positions will be non-voting and will
expire by next election.
Section 3. Term of Office
All offices shall be held for a period of one year, commencing at the General Meeting in October and terminating at the beginning of the October meeting, one year later.
Section 4. Removal from Office
Any officer missing two Board of Directors meetings or three membership meetings during his/her term of office, without reasonable excuse, shall be removed from office and replaced as soon as possible. The Board of Directors shall determine if the excuse is reasonable.
Any officer, as determined by a majority of the Board of Directors, found not performing his/her duties, may be removed from office, subject to the approval by a majority vote of the membership at the next membership meeting following a report from the Board of Directors sent
at least five days in advance to the membership.
Section 5. Vacancy of Office
Any interim vacancy on the Board of Directors shall be filled by appointment by the Board of Directors, subject to the approval by a majority vote of the attending membership at the next membership meeting following the vacancy. In the event the membership votes down the appointment by the Board of Directors, there will be open nominations for the vacant office, and an election held at said membership meeting to fill the vacancy.
Section 6. Returning of Shasta Society of Brewers Property
All elected officers and any members, upon completion of their term in office or assignment, shall return to the Shasta Society of Brewers any and all papers, documents, and property deemed to be important to the operation and history of, and belonging to, said Shasta Society of
Brewers. Failure to comply may result in expulsion from the Shasta Society of Brewers and civil action if deemed necessary.
Section 7. Disbursements
No member shall receive compensation for services rendered to The Shasta Society of Brewers, except as otherwise approved by the Board of Directors. A board member or member may be reimbursed, not to exceed $250.00 for expenses reasonably incurred on behalf of the Shasta Society of Brewers, subject to prior approval of the Treasurer. Any amount that exceeds $250.00 or expenses the Treasurer does not approve must be reviewed by the Directors for authorization/approval.
Duties of Elected Officers
Section 1. President
The duties of the President shall be as follows:
- To uphold the Constitution and By-Laws of the Shasta Society of Brewers.
- To interpret the Constitution and By-Laws of this Shasta Society of Brewers when necessary.
- To set the theme and agenda for the meetings.
- To call meetings to order and conduct meeting in an orderly manner.
- To call for special meetings when necessary.
- To form committees when necessary.
- To serve as an ex officio member of all committees.
- To vote only in the event of a tie on motions made at membership meetings and/or Board of Directors meetings.
- To maintain current Shasta Society of Brewers membership with the American Homebrewers Association (AHA) or select a member with a current AHA membership to serve as the Shasta Society of Brewers liaison for all matters relating to the AHA.
Section 2. Vice-President
The duties of the Vice-President shall be as follows:
- To assist the President with his duties.
- To present certificates of achievement.
- To assume the President’s power in a meeting in the absence of the President.
- To maintain the library of reference material pertaining to homebrewing.
Section 3. Secretary
The duties of the Secretary shall be as follows:
- To take the minutes of Board of Directors meetings and membership meetings.
- To maintain a file of all minutes.
- To submit minutes for publication.
- To assume the role as the chair of a meeting in the absence of the President and Vice President.
Section 4. Treasurer
The duties of the Treasurer shall be as follows:
- To administer the Shasta Society of Brewers’ finances and make timely bank deposits to the Society’s bank account.
- To collect and document monies owed to the Shasta Society of Brewers.
- To manage the Shasta Society of Brewers’ Checkbook and arrange to have the President and him/herself (Treasurer) to have check signing authority.
- To reimburse pre-authorized expenses incurred by members on behalf of the Shasta Society of Brewers. Not to exceed $250.00 per purchase without Board’s authorization.
- To submit a report to the Board of Directors on a quarterly basis or when requested by the President.
- To maintain the inventory and disbursement of Shasta Society of Brewers’ gear, e.g. t-shirts, hats, glasses, etc.
- To collect and record all monies received from raffles, membership dues, fees, sales of Shasta Society of Brewers’ gear, and all other related funds.
- To maintain a ledger and balance sheet, and complete all required financial records and forms.
Section 5. Public Relations Director
The duties of the Public Relations Director shall be as follows:
- To promote the Shasta Society of Brewers’ to the media and the public at large.
- To maintain a scrapbook of the Shasta Society of Brewers’ history and events, including, but not limited to, photographs.
- To maintain Shasta Society of Brewers’ publications, including, but not limited to, newsletters, posters, flyers, etc.
- To arrange to have guest speakers and demonstrations at membership meetings and Shasta Society of Brewers’ events.
- To work with the Activities Director to arrange for tours, workshops and seminars in which the Shasta Society of Brewers may participate.
Section 6. Activities Director
The duties of the Activities Director shall be as follows:
- To arrange the Shasta Society of Brewers’ events.
- To work with the Public Relations Director to arrange for tours, workshops and seminars in which the Shasta Society of Brewers may participate.
- To encourage and coordinate Shasta Society of Brewers’ brewing sessions, including finding brewers, locations and arranging raffle prizes/auctions.
- To oversee raffles and auctions at events and membership meetings.
Section 7. Membership Director
The duties of the Membership Director shall be as follows:
- To maintain a current roster of members.
- To organize membership drives.
- To proctor nominations and elections.
- To have new members fill out membership information form and sign code of conduct form upon joining Shasta Society of Brewers.
- To collect membership dues and forward said dues to the treasurer.
Section 8. Newsletter Editor
The duties of the Newsletter Editor shall be as follows:
- To produce the Shasta Society of Brewers’ newsletter.
- To produce and distribute the newsletter in a manner determined by the Board subject to the approval of the Membership.
- To maintain a file of the Shasta Society of Brewers’ past newsletters.
Section 9. Cellar Master
The duties of the Cellar Master shall be as follows:
- To arrange a tasting of commercial and homebrew beers for the membership meeting. The purpose of the beer tasting will be for educational purposes and will be conducted as follows:
- All samples must be logged with the cellar master prior to the meeting.
- No more than 6 samples, measuring no more than 2 oz will be served at any Shasta Society of Brewers meeting to each member.
- See SSOB code of conduct for additional tasting rules.
- To help the Activities Director coordinate workshops and demonstrations.
- To inform the membership of the upcoming competitions and arrange the voting and submissions for the American Homebrewers Association “club only” competitions.
- To coordinate and organize SSOB competition efforts as the head of the Competition Committee.
Section 10. Web Master
The duties of the Web Master shall be to research, design and maintain the Shasta Society of Brewers’ online presence. The site shall contain up timely news and scheduling information, archives of recipes, photos, newsletters and other items deemed pertinent.
A voting quorum at a membership meeting shall be no less than twenty-five percent (25%) of the paid membership as reported by the Membership Director at the last Board of Directors meeting previous to the membership meeting where a vote(s) is (are) to be taken.
A quorum at a Board of Directors meeting shall consist of half of the Board of Directors plus one, excluding the President, who may only vote in the event of a tie. In event that an officer cannot be present for the meeting they can proxy vote in writing for voting items that are on the current meeting agenda only. Any new item coming up in the meeting will need to be shelved until the next board meeting.
Election of Officers
Section 1. Eligibility
Any person who is a paid member for a minimum of three months and in good standing with this Shasta Society of Brewers or is a paid member and has been a board member of another brew club in the past may run for an elected office.
Section 2. Nominations
Nominations will open at the August general meeting and will close at the September general meeting before balloting commences. The method of collecting nominees’ names shall be done at the discretion of the Membership Director.
Section 3. Balloting
A secret ballot election shall be held at the September membership meeting. Only paid members with a membership card may vote. The Membership Director shall determine how the secret balloting will take place.
Section 4. Tally
The Membership Director shall form a committee of three members not running for office or a current board member to tally the ballots. After tabulating the results, the committee shall announce the results of the election prior to the adjournment of the September general meeting. The new officer(s) for each office shall be the person(s) with a plurality of the votes for that office.
Installation of Officers
Section 1. New Officers
At the September general meeting, officers-elect will begin a one-month internship. Installation of the new officers shall occur at the October General meeting.
Section 2. Officers Filling Vacancies
Any officer filling a vacancy shall be installed at the meeting at which the membership voted its approval.
Section 3. Membership Grant for Elected Officers
All voting board members, determined by the Board of Directors to have completed a full active term in office, will be granted the option of a complimentary membership after serving 12 months of service.
Section 1. Membership Meetings
Membership meetings shall be held on the first Wednesday of every month at 6:00 p.m. at a location to be posted on Shasta Society of Brewers’ website.
All Membership meetings will last from 6:00 PM to 8:00 PM and will be governed by “Roberts Rules of Order”. Each meeting will have the following agenda and timeframes to ensure the meeting is conducted in a timely manner. The President will conduct the meeting.
- Call meeting to Order (6:00 PM)
- Read prior Membership Meeting Minutes (Secretary, not to exceed 5 minutes)
- President Report (not to exceed 10 minutes)
- Secretary Report (not to exceed 5 minutes)
- Treasurer Report (not to exceed 5 minutes)
- Cellar Master Report (not to exceed 5 minutes)
- Web Master Report (not to exceed 5 minutes)
- New Business (President/Membership at Large, not to exceed 15 minutes)
- Educational Topic (Anyone, not to exceed 20 minutes)
- Raffle and general discussion (not to exceed 15 minutes)
- Beer Style Education and Evaluation (Cellar Master, not to exceed 35 minutes)
- Adjourn Meeting (8:00 PM)
All members, as well as the general public, are encouraged to attend these meetings.
Section 2. Board of Directors
Board of Directors meetings shall be held quarterly starting in January at a time and place called by the President.
All officers are required to attend and submit a report pertinent to their office. Also, any member may attend these meetings but will not have Board Meeting voting rights.
All Board of Director meetings will last no longer than 2 hours and be governed by “Roberts Rules of Order.” Meetings will have the following agenda and timeframes to ensure the meeting is conducted in a timely manner. The President will conduct the meeting.
- Call meeting to Order
- Open forum for general members to speak (not to exceed 5 minutes)
- Read prior Board of Directors Meeting Minutes (Secretary, not to exceed 10 minutes)
- President Report (not to exceed 15 minutes)
- Secretary Report (not to exceed 5 minutes)
- Treasurer Report (not to exceed 5 minutes)
- Cellar Master Report (not to exceed 5 minutes)
- Web Master Report (not to exceed 5 minutes)
- New Business (President/Officers, not to exceed 70 minutes)
- Adjourn Meeting
Section 1. Resolutions
From time to time it may be necessary to modify this Constitution and By-Laws. The procedure shall be as follows:
- Any individual, or committee, or the Board of Directors may write a resolution to modify this Constitution and By-Laws. It shall include the reason for the change, the article, the section, the paragraph, etc., where the change will occur, and what the change will be.
- If an individual member has drafted a resolution, he/she may present it to the Board of Directors for presentation to the membership or bring it to a membership meeting for presentation to the membership. The purpose of presenting it to the membership is to inform them about it.
- After presentation, the membership shall vote on whether or not to accept the resolution for consideration.
- The resolution shall be posted in the newsletter after the initial membership approval.
- At the next membership meeting, the resolution will be voted on by the paid membership. A 2/3 majority is required for the resolution to be adopted.
BY-LAWS OF THE SHASTA SOCIETY OF BREWERS
(As of May 2018)
Section 1. Membership
A Membership year starts from the beginning of the first month paid and ends at the end of the 12th consecutive month.
Membership lasts from the time the Membership Director records the members name in the roster until the end of the 12th consecutive month.
Section 2. Dues
Dues shall be determined by the Board of Directors and approved by the membership. Members shall receive a membership card, the Shasta Society of Brewers’ newsletter, when published, and may enjoy any other benefits that come along with membership in this Shasta Society of
Section 3. Returning Members
As of October 1st of each year, dues will be required to continue as a member.
Returning members who do not renew by November 1st shall be placed on an inactive list. If a returning member has not renewed by September 30th, his/her name shall be dropped from the list. If returning members have a late renewal, they are not entitled to a prorated membership fee.
Section 4. Couples Membership
A Member’s significant other or household member shall be considered a non-voting member for the purposes of all SSOB activities unless member has paid the couple’s membership fee and then the significant other or household member shall be considered a full member of Shasta Society of Brewers.
Section 5. Honorary Membership
The President may elect to designate any person an Honorary Member of the Shasta Society of Brewers to be approved by the club. This person will be a non-voting member of the society.
Section 6. Membership Agreement
The Board of Directors shall codify a membership agreement that is required for all members. The agreement shall outline acceptable behavior and risks assumed by members.
Section 1. Title
The title of the Shasta Society of Brewers’ newsletter shall be “The Latest Brews”.
Section 2. Responsibility
The Newsletter Editor shall be responsible for producing and distributing the newsletter.
Section 3. Contents
The newsletter shall include, but not be limited to, the following:
- Minutes of Board of Directors meetings and membership meetings. Summaries of these meetings will be acceptable.
- Articles submitted by members of appropriate length and subject matter, as determined by the Newsletter Editor.
- A calendar of upcoming events.
- Information about upcoming competitions.
- Any other beer or brewing related information as deemed appropriate by the newsletter editor.
- Any other education topics pertinent to home brewing or craft brewing.
The Newsletter Editor shall determine cut-off date for submissions to the newsletter.
Section 4. Frequency of Publication
Barring unpredictable circumstances, the Newsletter Editor will make every effort to publish the newsletter no later than five (5) days before the monthly membership meeting. The newsletter will be published on the Shasta Society of Brewers’ website and Facebook.
Shasta Society of Brewers Events
The purpose of the events will be to provide education on all aspects of home brewing and homebrew appreciation. The general public is invited to attend all club functions and to participate in its programs on substantially the same basis as members.
The Board of Directors shall set the date for each event.
Section 1. Number
There will be up to three (3) Shasta Society of Brewers-sponsored competitions per year. These competitions, at the discretion of the Board of Directors, may be open to the public and/or other Clubs and may be sanctioned by the BJCP/AHA.
Section 2. Other Competitions
The Board of Directors reserves the right to involve this Shasta Society of Brewers in organizing competitions. If the Board of Directors chooses to organize such a competition, every effort shall be made to have it sanctioned by the BJCP/AHA.
Section 3. Rules and Awards
The rules and awards for competitions shall be determined on a per competition basis and will be published in the newsletter at least three (3) months prior to the competition.
Section 1. Effective Date
This Constitution and By-Laws shall be considered in effect when approved by at least two-thirds of the membership present at the membership meeting where this document is put to a vote.