BY-LAWS

Clay County Gator Club®

PREAMBLE

This club shall be known as the Clay County Gator Club (CCGC)®. The purpose of this club is to serve
the best interest of the University of Florida and Clay County Gator Fans. This club shall be organized
and operated as described in the Articles of Incorporation and under the operating rules set forth by the University of Florida Alumni Association.

ARTICLE I: Qualification for Membership

UFAA members residing in Clay County are designated by the UFAA as members of the CCGC®; however, club affiliation may be changed by contacting the UFAA. Membership in the Club is open to alumni, current students, former students, and family of alumni, friends and all other persons who have an interest in the Club, the Alumni Association and the University of Florida.

Only members in good standing with the UFAA and who are sponsors of the CCGC® will be eligible to hold office or serve on the Board of Directors of the CCGC®.

ARTICLE II: Sponsorship

Sponsorship is for the fiscal year, July 1 through June 30. Sponsorship levels will be set by the Board of Directors. All members are encouraged to be a Sponsor of the Clay County Gator Club®.

Non-sponsors will be charged to attend meetings where speakers and refreshments are provided. The cost will be determined by the Board of Directors.

ARTICLE III Meetings of Members

The Annual Meeting of the CCGC general membership shall be held at such time and place as the Board of Directors shall determine and announce in the notice thereof.

At least 30 days before the date of any Annual Meeting or 7 days before the date of any special meeting of the members, the Secretary shall cause written notice thereof to be handed to each member in person, or mailed to his/her address as the same appears on the records of this club. The written notice for the Annual/special meeting will advise the members of various voting procedures that are available, the deadlines required by each method of voting, and the date and time of the meeting. Any meeting of the members, whether annual or special, may be held without prior notice, at any place or time, if all members entitled to vote thereat who are not present at such meeting shall in writing waive notice thereof, before during or after the meeting.

Notice of any special meeting shall state the purpose for which it is to be held and no business other than that related to this purpose shall be transacted at the meeting.

A special meeting shall be called by the President within 30 days of receipt of written request of 25 members or 5% of the members whichever is larger.

The order of business at the Annual Meeting of members shall be:

1. Ascertainment that a quorum is present.
2. Reading and approval or corrections of the minutes of the last Annual Meeting.
3. Report of Board of Directors.
4. Report of the President or the Treasurer.
5. Unfinished business.
6. New business other than elections
7. Elections.
8. Adjournment.

The members assembled at any Annual Meeting may suspend the order of business upon two-thirds vote of the members present at the meeting.

Exception as hereinafter provided, at annual or special meetings, 25 members shall constitute a quorum. If no quorum is present, an adjournment may be taken to a date not fewer than seven nor more than 14 days thereafter; and the members present at any such adjourned meeting shall constitute a quorum regardless of the number of members present. The same notice shall be given for the adjourned meeting as prescribed in Article III for the original meeting except that such notice shall not be given fewer than 5 days previous to the date of the meeting as fixed in the adjournment.

ARTICLE IV: Elections for Board of Directors

At least 120 days prior to each Annual Meeting the current President shall appoint a nominating committee of five members. Membership on the Nominating Committee shall be the immediate past president, who shall chair the committee, and another past president, two current board members and a non board member. It shall be the duty of the Nominating Committee to nominate at least one member for each board vacancy, including any unexpired term vacancy, for which elections are being held, and to determine that the members nominated are agreeable to the placing of their names in nomination and will accept the office if elected. The Nominating Committee shall file its nominations with the Secretary at least 90 days prior to the Annual Meeting, and the Secretary shall notify in writing all members eligible to vote at least 30 days prior to the Annual Meeting that nominations for vacancies may also be made by petition signed by a minimum of 10 members.

The written notice shall indicate that the election will not be conducted by ballot and there will be no nominations from the floor when there is only one nominee for each position to be filled. A brief statement of qualifications and biographical data, in such form as shall be approved by the Board of Directors, will be included for each nominee submitted by the Nominating Committee with the written notice to all eligible members. Each nominee by petition shall submit a similar statement of qualifications and biographical data with the petition. The written notice shall state the closing date for receiving nominations by petition. The period for receiving nominations by the committee chairman by petition shall, in all cases at least 25 days from the date of the petition requirement and the date that the list of the Nominating Committee’s nominees are mailed to all members.

To be effective, such nominations shall be accompanied by a signed certificate from the nominee or nominees stating that they are agreeable to nomination and will serve if elected to office. Such nominations shall be filed with the Secretary of the club at least 5 days prior to the Annual Meeting.

NO member shall be entitled to vote by proxy.

NO member shall have more than one vote.

The names and addresses of the Board of Directors members shall be forwarded to the Administrative Assistant for filing purposes.

The minimum age of 18 years of age, is a qualification for eligibility to vote at meetings of the members, to hold elective or appointive office or both.

Except as provided in this Article, all elections shall be by ballot, subject to the following conditions:

1. The tellers of election shall be subject to the approval of the Board of Directors

2. Sufficient nominations having been made by the Nominating Committee or by petition to provide more than one nominee for any position to be filled, the Secretary shall, at least 30 days prior to the Annual Meeting cause printed ballots to be made.

3. It shall be the duty of the tellers of the election to verify, or cause to be verified, the name of the voter and his/her member number.

ARTICLE V: Board of Directors

The Board of Directors shall consist of 17 members, all of which shall be members in good standing, of this Club and the UFAA. A. Director shall have been an active member of the Club for a minimum of one year. The number of directors may be changed to an odd number but never fewer than seven nor more than 19 by resolution of the board. No reduction in the number of directors may be made unless corresponding vacancies exist as a result of deaths, resignations, expiration of terms of office, or other actions provided by these bylaws. A copy of the resolution of the board covering any increase or decrease in the number of directors shall be filed with the official copy of the bylaws of this club. The following persons are to be classified as “Emeritus Members” of this board with all voting rights and board privileges until their death or resignation; the club’s two co-founders Betty Anderson and Ronnie Coleman, and Ron Coleman for his life achievements as a Gator.

Regular terms of office for directors shall be for periods of either two or three years as the board shall determine, provided however, that all regular terms shall be for the same number of years and until the election and qualification of successors. The regular terms shall be fixed at the beginning or upon any increase or decrease in the number of directors that approximately an equal number of regular terms shall expire at each Annual Meeting.

Any vacancy on the board shall be filled by vote of a majority of the directors then holding office. Directors shall hold office only until the next Annual Meeting, at which time any unexpired terms shall be filled by vote of the members and until the qualification of their successor.

A regular meeting of the board shall normally be held each month at the time and place determined by the board. The President, or in his/her absence, the President Elect, may call a special meeting of the Board at any time: and shall do so upon written request of a majority of the Directors then holding office. Unless the board prescribes otherwise, the President, or in his/her absence, the President Elect, shall fix the time and place of the called special meeting. Notice of all meetings shall be given in such a manner as the board may from time to time by resolution prescribe.

The board shall have the general direction and control of the affairs of this club and shall be responsible for performing all the duties customarily performed by boards of directors. The board will establish programs to achieve the purposes of this club as stated in the Preamble of these bylaws.

A majority of the number of directors (inclusive of any vacancies) shall constitute a quorum for the transaction of business at any meeting thereof; but fewer than a quorum may adjourn from time to time until a quorum is in attendance.

Vacancy in Office: In the event of the resignation, disability, inability, demise, or removal of President or any other Officer or Board Member, the Board of Directors shall elect a new President, Officer, or Board Member by majority (50% plus 1) vote at the monthly board meeting. In the case of election of President, the President Elect shall preside at this meeting and shall give at least ten (10) days written notice to all those members eligible to vote.

An Officer, or Board member (Director), may be removed in the following manner:

1. By a majority vote of the board members present at the meeting of the board at which a quorum is present, for the following reasons.
1. By having five or more unexcused absences from regular board meetings within a fiscal year. For the purposes of this action, an unexcused absence shall be when the board member gives advance notice to the Secretary or President or when the board member is unable to provide such notice and submits to the board a request in writing (within ten (10) days after said absence) that said absence be excused. A majority vote of those present would be necessary to approve the request.
2.  By having eight (8) absences, whether excused or unexcused, from regular board meetings within a fiscal year.
3. Inattention of Board of Directors and committee assignments and duties. Inattention shall include, but not be limited to, the failure to attend committee and board meetings and failure to carry out duties designed by the chairperson of that committee, and the failure to accept duties and responsibilities as requested by the chairperson or the board.
2. By consent of not less than two-thirds (2/3) of all the members of the Board of Directors, whenever such members shall determine in their reasonable judgment that the best interests of the club shall be served by such removal.

ARTICLE VI: Officers and Directors

The Board officers of this club shall be composed of a President, a President Elect, a Vice President
of Athletics, a Vice President of Academics, a Vice President of Communications, a vice President of Memberships, a Secretary, a Treasurer and an assistant Treasurer (filled by the Executive Director/Secretary of the Alumni Association), all of whom shall be elected by the board and from their members. The immediate Past President may serve as an ex-officio member of the board with no
voting privileges.

The Nominating Committee shall present a slate of officers at the meeting of the board  following  the Annual Meeting of the members which shall be not later than fifteen days after the Annual Meeting. Nominations should be allowed from the floor. If nominations are made from the floor, secret ballots should be taken. Tellers shall be the two immediate past presidents that are present. Board members elected to office shall hold office for a term of one year and until the election and qualification of their respective successors, provided however, that any person elected to fill a vacancy caused by death, resignation, or removal of an officer shall elected by the board to serve for the unexpired term of such officer and until a successor is duly elected and qualified.

The President shall be the chief executive officer of the club, shall act as Chairman of the Board of Directors, shall preside at all meetings, be an ex-officio member of all committees, and shall appoint all committees and the committee chairman. The Bylaws Committee will report directly to the President. The term of the President shall be for one (1) year and the person holding office may not run again for the office of President for a period of three (3) years.

The President Elect shall be elected annually. The President Elect shall act as an administrative assistant to the President and shall perform the duties of the president in his or her absence. The President Elect will be responsible for any Gatherings the club might have, along with the Planning Session for the following year. The President Elect should have a working knowledge of all areas of the club and should have served in two elected offices of the Board of Directors before taking the office of President Elect.

There shall be four (4) Vice Presidents; Vice President of Athletics, Vice President of Academics, Vice President of Communications, and Vice President of Memberships. The Vice Presidents shall assist the President in carrying out the duties of that office as the President deems necessary. In the absence President and President Elect they will assume the office of chief executive officer for conducting business of the club in their respective order.

1. The Vice President of Athletics shall be responsible for the handling of all programming issues; This to include Speakers, Location Acquisition, Entertainment, Vendor Setup/ Decorations, Sponsors and Special Meetings. It is suggested that the Vice President of Athletics set up committees to help with these requirements.
2. The Vice President of Academics shall be responsible for the overall coordination and implementation of the club’s scholarship program. This is to include Scholarship Awards, Gator Night at the Dogs, 50/50, Annual Meeting, Golf Tournament, and any other fundraising event for Scholarships. It is suggested that the Vice President of Academics set up committees to help with these requirements.
3. The Vice President of Communications shall be responsible for coordinating the  efforts of all communications into one united media campaign that effectively disseminates club information. This includes the Newsletter, Call Tree, the Hotline, Radio PR, Newspaper PR, the Webpage and the Blue Page Ads. It is suggested that the Vice President of Communications set up committees to help with these requirements.
4. The Vice President of Membership shall be responsible for the handling of all membership concerns. This includes working with the UFAA for membership solicitation, membership renewal, meet and great, memberships drives, check In desk and benefits. It is suggested that the Vice President of Membership set up committees to help with these requirements.

The Secretary shall keep a true and accurate record of all meetings, keep a record of attendance at all Board of Directors meetings and shall be responsible for the notification to the Board of Directors of meetings. The Secretary shall also be responsible for sending out cards and flowers to members that may be ill or have had a death in the family. The term of office of Secretary shall be for one (1) year. The Secretary may run for reelection.

The Treasurer shall be familiar with generally accepted accounting principles and have a working knowledge of the club’s books and records. The treasurer will be responsible for recording, classifying and reporting the financial transactions of the club. The treasurer may run for reelection.

1. All expenditures, other than normal and customary daily operating expenses over $100.00 must be approved in advance by a majority vote of the Board of Directors.
2. All financial accounts shall be required to have two (2) signatures. The signatures for the accounts shall be those of the three (3) Emeritus Members of the Board and others as determined by the Board of Directors from time to time.

The Assistant Treasurer shall be as defined by the UFAA regulations.

Board members who are not past Presidents or current officers shall not be eligible to serve for more than six (6) successive years, provided however, such board members shall regain the eligibility after a one (1) year absence from service on the Board of Directors.

Quorum: Fifty percent (50%) plus 1 of the members of the Board of Directors shall constitute a quorum for the transaction of business.

ARTICLE VII: Rules of Order

The rules of procedure at all meetings shall be substantially as those set fort in “Robert’s Rules of Order”, revised. For any concerns not covered in these bylaws, refer to “Robert’s Rules of Order”, revised.

Any member in good standing shall not be limited to their service on any board or committee of the Club, nor shall they be discriminated against based upon race, color religion, sex, martial status, family relationship, national origin, disability, or sexual orientation.

The President may appoint a parliamentarian and sergeant at arms to serve at meetings for the maintenance of order and interpretation of the rules of order.

Quorum at Meetings of General Membership: Twenty-five members or five percent (5%) of the general membership (whichever is larger) shall constitute a quorum for the transaction of business.

ARTICLE VIII: Clay County Gator Club®

This Club shall maintain the entity of the Clay County Gator Club®.

ARTICLE IX: Fiscal Year and Books and Records

The club’s fiscal year shall begin on July 1 and shall end on June 30 of each year.

The club shall keep accurate and complete books and records of all the club’s assets, liabilities, receipts and expenditures. Further, the club shall keep minutes of all meetings of the Board of Directors and all committees appointed by the Board of Directors for a period of not less than seven (7) years.

ARTICLE X: Amendments & Revisions

The Bylaws may be amended or revised by the Board of Directors. The Proposed amendment or revision (along with a copy of the existing Article), shall be mailed by U.S.Mail (regular delivery) or delivered electronically to reach each Officer and Director at least ten (10)  days prior to the meeting at which the amendment or revision will be proposed. A two-thirds (2/3) vote of the entire membership of the board shall be necessary to amend the Bylaws. No proxies allowed. With a tie no change is made.