SOUTHERN NEW ENGLAND CHAPTER
NEW ENGLAND DIVISION
TRAIN COLLECTORS ASSOCIATION
Article I Scope and Purpose
Article II Membership
Article III Officers and Officials
Article IV Nominations and Elections
Article V Board of Directors
Article VI Sergeant-at-Arms
Article VII Committees
Article VIII Meetings
Article IX Funds and Finances
Article X Revision of Bylaws
Article XI Guests
Article XII Notification to Members
Article XIII Removal of Officers and Termination
Article XIV Effective Date
Article XV Dissolution
NAME: This Organization Shall Be known as the Southern New England Chapter (hereinafter called “SNEC”) of the New England Division (hereinafter called the “NETCA”) of the Train Collectors Association (hereinafter called “TCA National”) this organization shall be known as the SNEC of the NETCA Division of TCA.
BOUNDARIES OF SNEC:
The Boundaries of SNEC will be from North: The Massachusetts State Line; to South: Atlantic Ocean. From East: the Massachusetts State Line, to West: Fairfield, CT County Line.
ARTICLE I – Scope and Purpose
All Powers of SNEC conferred on it by virtue of its formation as a Chapter of TCA shall be executed in accordance with the provision of these Bylaws. Admission to membership, rights of membership, tenure of membership, and obligations of members in SNEC shall be entirely subject to and dependent upon the provisions and exercise of authority herein conferred by these Bylaws.
ARTICLE II – Membership
Section 1 Prerequisite
No person may be a member of SNEC who is not a member of NETCA of the TCA National and any SNEC member whose membership in TCA National is terminated shall automatically be terminated from membership in SNEC.
SECTION 2 – Qualifications and Admission of New Members
Applicants for membership, other than those already members of TCA National, shall be advised of, become familiar with, and agree to abide by and support the Bylaws and policies of TCA National and the Bylaws of SNEC. Any TCA member or TCA applicant who resides within the boundaries of SNEC will become a member of SNEC subject to the approval of the Board of Directors (BOD). After the applicant has been accepted by the National Membership Committee, his/her name shall be published in the next newsletter. Any person or entity collecting or operating toy, model, and scale trains or professing a serious interest therein is eligible for membership in accordance with the qualifications established from time to time by the Board of Directors.
SECTION 3 Suspension or Termination of Membership
The membership rights of any person in SNEC may be terminated or suspended as provided in Article XIII of these Bylaws. The Board may suspend the membership rights of any person, provided the procedures specified in Article V, section 5 are duly complied with, but the membership rights of any person in SNEC shall not be terminated without a hearing before the Board.
ARTICLE III – OFFICERS AND OFFICIALS: DUTIES, TERMS OF OFFICE AND QUALIFIACTIONS
Section 1. Officers
The officers of SNEC shall be President, President-Elect, Secretary, Treasurer, and Meet Coordinator. No person shall be elected to more than one office at the same time.
Section 2. Duties of Officers and Officials
1. Shall attend all NETCA Division Board meetings.
2. Shall preside all business, membership, and Board of Directors(hereinafter called “Board”) meetings, except as otherwise provided, and shall have the powers, duties, and responsibilities usually vested in the office of President.
3. Shall supervise all other elected or appointed officials.
4. Shall appoint, with the approval of the Board, the members and chairpersons of all committees of SNEC, except as otherwise provided in these Bylaws. Committee members and chairpersons serve at the pleasure of the President, and their terms shall expire when the President who appointed them leaves that office. The President shall be an ex-officio voting member for all committees, and shall determine the number of members of each committee, except as provided in these Bylaws.
5. Shall appoint, with Board approval, any SNEC regular member to any office vacated by any officer or Board member during the term of office for any reason. If the SNEC office of President shall become vacant, the President-Elect shall become President and shall appoint a President-Elect with the approval of the Board. If the appointed candidate to any vacated office is not approved by a majority of the Board, the nominating Committee shall nominate candidates to be elected by the SNEC membership to said vacated office.
6. Shall perform other duties as directed by the Board.
B. President – Elect:
1. Shall be vested with all the powers and perform all of the duties of the President during the President’s absence.
2. Shall serve as chairperson of the Audit Committee.
3. Shall have the powers, duties, and responsibilities usually vested in the office of President-Elect.
4. Shall perform other duties as directed by the Board.
5. Shall automatically become President upon expiration of the President’s term/terms of office.
1. Shall attend and be responsible for keeping minutes of business, membership, and Board meetings.
2. Shall keep historical file minutes of all past Board meetings.
3. Shall process all applications for TCA membership with NETCA Secretary.
4. Shall perform other duties as directed by the Board.
1. Shall keep all SNEC financial records.
2. Shall receive all monies from members for dues, if imposed; special assessments approved by the members; and other monies due SNEC for any reason. All funds received belonging to SNEC shall be promptly deposited into SNEC bank accounts.
3. Shall pay all bills for SNEC as approved by the Board.
4. Shall issue a financial report annually as of June 30th. Said reports shall be published in the NETCA newsletter.
5. Shall prepare a yearly budget for SNEC for submission to the Board for approval.
6. Must be bonded.
7. Shall perform other duties as directed by the Board.
E. Other Officials:
1. The two immediate Past Presidents* of SNEC (not serving as an officer, and are current members)
a. Shall be advisors to the President and the Board.
b. Shall be voting members of the Board.
c. The Immediate Past President* shall serve as Chairman of the Nominating Committee.
d. Shall perform other duties as directed by the Board.
2. Meet Coordinator:
a. Is responsible for hall locations.
b. Is responsible for meet registration, table assignments, badges, table layout, and shall supervise table set-up.
c. Obtains food service.
d. Makes arrangements with table Rental Company.
e. Is responsible for meet security.
f. Arranges for Meet Staff at registration table.
g. Shall be appointed by the Board.
h. Shall have information regarding police, first aid, fire, and other emergency services, including telephone numbers.
i. Shall report to the Board, and attend all Board meetings.
j. May be any member, officer, or member of the Board.
k. Must be bondable.
Section 3. Ranking of Officers and Officials
For the purpose of determining who shall act as Chairperson of the Board and shall preside at the membership meetings in the absence of the President, the officers shall rank in the following order: President-Elect, Secretary, Treasurer, Meet Coordinator, and immediate Past President* of SNEC.
Section 4. Terms of Offices and Officials: Re-election
All officers: The terms of office shall be two years commencing July 1st immediately following the election and concluding June 30th two years later. The President may elect to serve two consecutive terms, for a maximum of four years. The Treasurer and Secretary may be re-elected without term limits.
Section 5. Qualifications for Office
No person may be nominated, elected, appointed, or serve as President, President-Elect, Secretary, Treasurer, or as a member of the Board unless he/she is then, and for the three (3) years immediately prior thereto, a member in good standing of SNEC. Any person filling any office specified in the paragraph shall, during the term of his/her office, remain a member in good standing of SNEC, and if such person ceases to be a member in good standing of SNEC during his/her term of office, that office shall immediately fall vacant and be filled as provided in Article III, Section 2.A.5 of these Bylaws.
*SNEC will not have a Past President for two years.
ARTICLE IV- NOMINATIONS AND ELECTIONS
Section 1. Nominations
The Nominating Committee shall be appointed by the Immediate Past President* of SNEC prior to the nomination of candidates in March for the bi-annual elections in June. The immediate Past President* shall serve as chairperson of this committee. The committee shall nominate one or more qualified members of each office to be elected; which shall be the President, President-Elect, Secretary, and Treasurer, and such nominations shall be presented to the membership at the March membership meeting for inclusion on the ballot. Nominations for any office may also be made by any member of SNEC at the March membership meeting, and any nominee whose nomination is seconded by another member of SNEC at that meeting shall also have that person’s name included on the ballot. No nomination may be made at the meeting after a motion is duly made and carried that the nominations be closed. Members nominated shall confirm their willingness to serve.
Section 2. Elections
Elections shall be held by secret ballot according to rules prescribed by the Board. The ballot shall be in writing, and the ballots containing the names of all people duly nominated according to these Bylaws shall be mailed no later than 3 weeks before the close of voting to all members qualified to vote in the election. Ballots shall not be mailed to any person whose dues are not current nor shall such person be entitled to vote in the election. A plurality of valid votes cast shall decide who is elected to office. No ballot which has a postmark later than the date indicated on the ballot shall be counted. The membership shall be advised of the results of the election at the next monthly meeting.
*SNEC will not have a Past-President for at least two years. In the interim, the President shall appoint a Nominating Committee Chair.
ARTICLE V – BOARD OF DIRECTORS
Section 1. Membership
The Board shall consist of the President, President-Elect, Secretary, and Treasurer, and two (2) immediate Past Presidents of SNEC*, each of whom shall have one vote except for the President who shall vote only in the event of a tie. The President shall act as chairperson, and shall preside over the meetings of the Board. No person shall have any more than one vote.
Section 2. Duties
The Board shall have full power to manage the business and affairs of SNEC, subject to its Bylaws, and subject to the Bylaws, rules, regulations and policies of TCA National. The Board shall have the authority to remove appointed officials, impose disciplinary action on any member, and to recommend to the general membership the removal of any officer or Board member or termination of the rights of any person in SNEC, subject to the provisions of Paragraph 5 of this Article and the procedures specified in Article XIII. In addition, the Board shall be governed in all actions by a majority vote of the members at any membership meeting, provided such actions are not inconsistent with said Bylaws, Rules, Regulations, or Policies.
Section 3. Terms of Office
The term of office of each member of the Board shall coincide with the term to which that member has been elected as an officer of SNEC. The Meet Coordinator shall serve during the period of appointment by the Board of Directors.
Section 4. Meetings
The Board shall meet at such times and locations as a majority of the Board shall determine, except that the President may call a meeting of the Board whenever in the President’s discretion the affairs of SNEC require a meeting. Notice of time and location of meetings of the Board shall be governed by rules adopted for that purpose by the Board, and all Board members shall be given due notice of each meeting according to those rules, except that at least seven (7) days notice of any Board meeting must be given to each Board member unless all Board members unanimously consent to shorter notice. Sixty percent (60%) of the Board members constitute a quorum. Business may be transacted so long as a quorum is present and agenda items receive a majority vote. Minutes of the meetings shall be kept by the Secretary and shall be made known to the members through the NETCA newsletter, and the Secretary shall deliver the minutes to the Newsletter Editor in time for publication in the next edition of the newsletter.
Section 5. Hearings on Suspension or Disciplinary Action
No Officer, Board member, or member of SNEC shall be removed from office, have his/her membership in SNEC terminated or suspended, or be subject to any disciplinary action by the Board, unless and until that person (1) has been given notice in writing by the Board of the alleged cause(s), or reason(s) for such removal, termination, suspension, or other disciplinary action, and (2) is given an opportunity, on not less than ten (10) days written notice, to be heard on such cause(s) or reason(s), by appearing personally before the board. The Board may grant such delays and continuances of said hearing as it deems advisable in the interest of fairness and may receive and consider such information as it deems relevant. Any vote by the Board pursuant to the provisions of this section shall require the vote of a simple majority of all Board members eligible to vote.
*SNEC will not have a Past President for at least two years. These Board positions will be filled as Presidents finish their terms in office.
ARTICLE VI – SERGEANT-AT ARMS
The President of SNEC, with the approval of the Board, upon assuming office, shall appoint a Sergeant-at-Arms. This official shall assist the officers at membership meetings by performing such duties as may be required by the President or Presiding Officer. The Sergeant-at-Arms shall act in an advisory capacity to the Board.
ARTICLE VII – COMMITTEES
Section 1 Standing Committees
The following shall be the standing committees of SNEC: Membership, Commemorative Car, Audit, Meet, and Nominating Committees. In addition, the President of SNEC may appoint, with the approval of the Board, such other committees as from time-to-time the President and/or the Board shall feel necessary or advisable.
A. Membership Committee
The Membership Committee shall consist of the Secretary and a maximum of four (4) other members of SNEC. The Secretary shall serve as chairperson of this committee. The committee shall assist the Secretary in the processing of membership applications.
B. Audit Committee
The Audit Committee shall consist of the President-Elect, and a maximum of two (2) other members of SNEC. The President -Elect shall serve as chairperson of this committee. The committee may request funds from the board to hire an expert to assist with audits.
C. Nominating Committee
The Nominating Committee shall consist of a chairperson and a minimum of two (2) other SNEC members. The immediate Past President of SNEC shall serve as chairperson of this committee, except that the President shall, with Board approval, appoint another member of SNEC as the chairperson if the immediate Past President is unable to serve. No member of this committee may be a candidate for any elected office.
D. Commemorative Car Committee
The Commemorative Car Committee shall consist of a chairperson and at least one (1) other SNEC member. This committee shall determine the type of car or engine suitable for presentation to the Board for approval. The Committee Chairperson shall have the full responsibility to make prototype samples, work in conjunction with manufacturers to obtain quotes and to coordinate the manufacturing of selected items. Costs incurred by this activity may be reimbursed with prior Board approval. SNEC cars to be selected should be well known businesses or railroads located within the geographic boundary of SNEC.
E. Meet Committee
The meet committee shall consist of the elected members of the Board and the Meet Coordinator.
Section2. Standards Committee
The Standards Committee shall consist of the SNEC representatives to the TCA National Standards Committee and other members appointed by the President, with the approval of the Board. The chairperson of this committee shall be appointed by the President and must be one of the representatives of the TCA National Standards Committee. Committee members shall have the authority to enforce all rules and regulations set forth by the TCA National Standards Committee pertaining to the proper identification of toy train restorations and reproductions. The chairperson of the Standards Committee shall act in an advisory capacity to the Board. The National Standards Committee member may be reimbursed for attendance at National Committee meetings if they are not paid by National TCA, with the approval of the Board.
ARTICLE VII – MEETINGS
Section 1 Trading Sessions
Trading sessions shall be held on a regularly scheduled basis in accordance with the Board Policy Book. Joint meets with other train collecting organizations are permitted as long as TCA rules are observed. The Board shall make every attempt to conduct at least one trading session per year in a location other than the regularly scheduled location, the purpose of which is the convenience of the membership.
Section 2. Business Meetings
Business meetings shall be held on an as-needed basis as determined by the Board. The meeting shall preferably be held in conjunction with a regularly scheduled trading session. All business of the SNEC may be transacted so long as a quorum is present. All SNEC members at the meeting have the privilege to vote, except as provided in Section 5 of this Article. Business at the general membership meetings may be transacted by a majority of the members present and the Roberts Rules of Order shall be followed in conducting the meeting. All questions regarding procedure shall be referred to the Board for resolution. Minutes of the meetings shall be kept by the Secretary and shall be made known to the members through the NETCA newsletter, and the Secretary shall deliver the minutes to the Newsletter Editor in time for publication in the next edition of the newsletter.
Section 3. Identification of Members at Meetings/trading Sessions
All members of SNEC and visiting TCA members shall wear, during all meetings, identification badges approved by the Board. Badges shall be visible at all times.
Section 4. Guest Badges
All guests shall wear guest badges during general and special meetings. Guests may purchase items at a trading session but are not allowed to sell items or have tables.
Section 5. Table Assignments
Table assignments via pre-registration or at meet, if available, shall be made by the Meet Coordinator.
ARTICLE IX FUNDS AND FINANCES
Section 1. Fiscal Year
The fiscal year for the finances of SNEC shall begin July 1st and end on June 30th of the following year.
Section 2. Dues
Dues, if levied by SNEC, shall be payable annually in December for the following calendar year in such amount as determined by the Board.
Section 3. SNEC Funds
All money received by SNEC shall be deposited by the Treasurer in accordance with these Bylaws.
Section 4. Auditing
Accounts and funds of SNEC may be audited at anytime the Board deems advisable, by the Audit Committee.
Section 5. Membership Suspension
If dues are levied, after March 1st a member shall be suspended from the mailing list, SNEC membership, and trading sessions for non-payment of dues. To be re-instated, a member suspended from membership for non-payment of dues, shall pay the established annual dues in full.
Section 6. Officer/Member Expenses
All officers and members of SNEC who incur expenses related to duties, services, or activities in connection with or pertinent to the business or activities of SNEC, shall, with the approval of the Board, be reimbursed for those expenses. The Secretary, Treasurer, and Meet Coordinator may be compensated for services rendered in an amount determined by the Board as outlined in the Board Policy Book.
ARTICLE X – REVISION OF BYLAWS
These Bylaws may only be amended by a majority of the members of SNEC present and voting at a general membership meeting and no action to amend or revise these Bylaws may be taken at any such meeting unless notice thereof is given to all members at least fifteen (15) days prior to such meeting in writing by mail. Such notice shall specify the nature of the amendment or revision to be voted upon.
ARTICLE XI – GUESTS
A. Any SNEC member may bring a maximum of two (2) guests to a meeting. Spouses, companions, significant others, and dependent children are not considered guests and are always welcome.
B. Any person attending as a guest may do so only once without applying for membership.
C. Members are responsible for their family members and guests.
ARTICLE XII NOTIFICATION TO MEMBERS
Section 1. Newsletter
The NETCA Newsletter shall act as conveyance for meeting notices in conjunction with mailings and/or e-mails from SNEC. Any special notification of meetings required shall be given to members by the Secretary and/or Newsletter Editor.
Section 2. Advertising
A member of SNEC in good standing may run a “want” ad free in the monthly e-mail, space permitting, limited to a maximum of twenty-five (25) words, unless the Board approves otherwise. Such text for ads must be limited to trains, accessories, or train related items, and all items must be suitable for toy train layouts.
ARTICLE XIII – REMOVAL OF OFFICERS, BOARD MEMBERS, AND OFFICIALS AND SUSPENSION AND TERMINATION OF MEMBERS
Section 1, Removal of appointed Officials; Suspension of Members; Disciplinary Action
All committee members, and Chairpersons appointed by the President shall serve at the pleasure of the President and may be removed by the President with the approval of the Board. In addition, subject to the provisions of Article V, Section 5 of these Bylaws, the Board shall have authority, in its discretion, to remove the appointed Official of SNEC from office, and to suspend the membership rights in SNEC of, or impose other disciplinary action upon, any member of SNEC.
“Disciplinary action” shall mean any action taken by the board against any member.
“Suspension of membership rights” shall mean the loss of all rights and privileges of membership in SNEC for a specified period of time, and in all cases where the membership rights of any member are suspended by the Board, the Board shall specify the exact time period during which membership rights shall be suspended, or the condition or event which shall occur before such rights are restored. Upon expiration of such period of time, or the occurrence of such condition or event, the rights so suspended shall be automatically restored in full.
“Termination of membership rights” shall mean permanent loss of all rights of membership, exclusion from all SNEC functions and meetings, and removal of the member’s name from the membership roll. Notification of this action shall be forwarded to the National Membership Committee.
Section 2. Removal of Officers and Board Members; Termination of Membership Rights in SNEC
The removal of any officer or Board member and the termination of membership rights of any person in SNEC shall require full compliance with the following procedures:
1. The Board shall vote on any request addressed to the Board in writing, signed by not less than three (3) members in good standing of SNEC, and setting forth the reasons or causes for such request, which asks for the removal of any Officer or Board member, or asks for the termination of the membership rights of any person in SNEC, provided that prior to any vote thereof by the Board, the Board complies with Article V, Section 5 of these Bylaws. If the Board votes to deny such request, no further action will be taken.
2. The Board may, at its discretion, suspend any officer, appointed official, or Board member from office, or suspend the membership rights of any person in SNEC whose removal from office or termination of membership rights is under consideration by the Board, pending compliance with the procedures of this Article, subject to the requirements of Article V, Section 5 of these Bylaws.
3. No person whose removal from office or termination of membership rights is under consideration may participate as a member of the Board in any discussion or vote by the Board on the question of their removal from office or termination of membership rights, nor may they vote thereon as a member of SNEC. Any vote by the Board pursuant to the provisions of this Article shall require the vote of the majority of all remaining Board members eligible to vote.
4. Nothing herein shall confer upon the Board or general membership of SNEC the authority to in any way affect or limit any person’s membership rights in TCA National.
5. The National Membership Committee shall be notified of any disciplinary actions taken by the SNEC Board.
ARTICLE XIV - EFFECTIVE DATE; COMPLIANCE WITH TCA NATIONAL
These Bylaws shall be presented to the members of SNEC at a business meeting and shall become effective immediately if approved by the vote of a majority of the members at said meeting.
Section 2. National Compliance
The Bylaws, Rules and Regulations, Standards and Policies of TCA National, NETCA, and SNEC are incorporated herein as though fully set forth, and any provision of the SNEC Bylaws inconsistent therewith shall be void.
ARTICLE XV – DISSOLUTION
In the event of dissolution of SNEC, any funds remaining after all obligations are satisfied are to be returned to NETCA or disposed of as required by the Internal Revenue Code for nonprofit organizations.