CONSTITUTION, BY-LAWS AND POLICIES OF THE COTATI HOME BREWER'S COLLECTIVE
ARTICLE ONE
Section 1. Name
The name of this organization shall be the COTATI HOME BREWER'S COLLECTIVE.
Section 2. Purpose
The purpose of the COTATI HOME BREWER'S COLLECTIVE shall be to encourage all members:
To mature as brewers and beer enthusiasts;
To promote the dissemination of knowledge in the art of brewing;
To encourage and reward individuals dedicated to the brewing arts;
To educate the beer connoisseur in identifying the components of beers;
To promote the responsible use of the alcoholic beverages;
And most of all to have fun and enjoy each other's company and beer!
Section 3. Membership
The membership of this Collective shall be open to any person who enjoys beer and the brewery culture, and would like to brew their own beer, or currently does. It is expected that after attending several meetings, the member either brews or participates in brewing with another.
Section 4. Headquarters
The headquarters of this Collective is currently virtual, but always based in Cotati, Sonoma County, California.
ARTICLE TWO
Government
Section 1. Supreme Law
All legislative and executive powers shall be given to and controlled by the Board of Directors.
The Board of Directors shall consist of all the elected officers of this Organization.
Founders of the club have permanent irrevocable honorary membership.
Section 2. Elected Officers
The elected officers of this Organization shall be: President, Vice-President, Secretary, Treasurer, Social Media Director, Activities Director, and Membership Director. A single person may occupy more than one office.
Section 3. Term of Office
All offices shall be held for a period of one year, commencing at the September meeting following elections, and terminating at the October meeting, one year later.
Section 4. Removal from Office
Any officer missing three Board of Directors meetings and/or six membership meetings during his/her term of office, without reasonable excuse, shall be removed from office and replaced as soon as possible.
A reasonable excuse shall be determined by the Board of Directors.
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 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 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 Cotati Home Brewer's Collective Property
All elected officers and any members, upon completion of their term in office or assignment, shall return to the Cotati Home Brewer's Collective any and all papers, documents, and property deemed to be important to the operation and history of, and belonging to, said Collective.
Failure to comply may result in expulsion from the Collective and civil action if deemed necessary.
ARTICLE THREE
Duties of Elected Officers
Section 1. President
The duties of the President shall be as follows:
a. To uphold the Constitution and By-Laws of the Collective
b. To interpret the Constitution and By-Laws of this Collective when necessary.
c. To set the theme and agenda for the meetings.
d. To call meetings to order and conduct them in an orderly manner.
e. To call for special meetings when necessary.
f. To form committees when necessary.
Section 2. Vice-President
The duties of the Vice-President shall be as follows:
a. To assist the President with his duties.
b. To coordinate and organize Home Brewer's Collective competition efforts as the head of the Competition Committee.
c. To present awards.
d. If the President is absent from a meeting, the Vice-President shall assume the President's power for that meeting.
Section 3. Secretary
The duties of the Secretary shall be as follows:
a. To take the minutes of Board of Directors meetings and membership meetings
b. To maintain a file of all minutes
c. To submit minutes to the President and Vice President for distribution to club members via e-mail.
d. If the President and Vice-President are both absent from a meeting, then the Secretary shall chair the meeting
Section 4. Treasurer
The duties of the Treasurer shall be as follows:
a. To administer the Collective's finances.
b. To collect and document monies owed to the Collective.
c. To manage the club’s finances and arrange to have the President, Vice President and him/her self (Treasurer) to have disbursement authority.
c. To reimburse expenses incurred by members on behalf of the Collective.
d. To submit a report to the Board of Directors on a quarterly basis, or when requested by the President.
e. To maintain the inventory and disperse of club gear, e.g. t-shirts, hats, glasses, and more.
Section 5. Social Media Director
The duties of the Social Media Director shall be as follows:
a. To promote the Cotati Home Brewer's Collective to the media and the public at large.
b. To maintain the Collective's website, Instagram, Facebook, and Twitter accounts (e.g. Social Media).
c. To assist in club publications, including, but not limited to, newsletters, posters, flyers, business cards, membership cards, etc.
d. To encourage and coordinate events with the public and brewing community via social media.
Section 6. Activities Director
The duties of the Activities Director shall be as follows:
a. To arrange to have guest speakers and demonstrations at membership meetings.
b. To arrange for involvement in brewfests, etc.
c. To arrange for tours, workshops and seminars in which the Collective may participate.
Section 7. Membership Director
The duties of the Membership Director shall be as follows:
a. To maintain a current roster.
b. To issue membership cards (we currently are not issuing cards but this may change at a later date.
c. To organize membership drives.
d. To proctor nominations and elections.
Section 8. Member(s) At Large
The unelected and optional position of Member at Large is designated for member(s) approved by the Board of Directors who wish to actively participate and comment on the governance of the club. They shall have no official authority or duties except those prescribed to them by the Board of Directors.
ARTICLE FOUR
Quorums
Section 1.
A voting quorum at a membership meeting shall be no less than ten percent (10%) of the 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 one half of the Board of Directors plus one.
ARTICLE FIVE
Election of Officers
Section 1. Eligibility
Any person who has been a member for at least six (6) months and is in good standing with this Collective may run for an elected office.
Section 2. Nominations
Nominations will open at the June membership meeting and will close at the September membership meeting before balloting commences. The method of collecting nominees' names shall be done at the discretion of the President or whoever is chairman at those meetings.
Section 3. Balloting
A secret ballot election shall be held at the September membership meeting. Only members in good standing may vote. The President shall determine how the secret balloting will take place.
Section 4. Tally
The President shall nominate a member to tally the ballots.
After tabulating the results, the member shall submit a report to the President as soon as possible, but no later than the next Board of Directors meeting. If any or all of the committee wish to present the report at the Board meeting instead, they may do so.
The new officer(s) for each office shall be that person(s) with a plurality of the votes for that office.
ARTICLE SIX
Installation of Officers
Section 1. New Officers
At the September membership meeting, officers-elect will begin a one month internship. Installation of the new officers shall occur at October meeting.
Section 2. Officers Filling Vacancies
Any officer filling a vacancy shall be installed at the meeting at which the membership voted its approval.
ARTICLE SEVEN
Meetings
Section 1. Membership Meetings
Membership meetings shall be held on the second Wednesday of every month, unless otherwise specified by the Board of Directors.
All members are encouraged to attend these meetings.
Guests may attend one meeting, accompanied by a member. After that, dues will be required to attend further meetings.
Section 2. Board of Directors
Board of Directors meetings shall be 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.
ARTICLE EIGHT
Amendments
Section 1. Resolutions
From time to time it may be necessary to modify this Constitution and By-Laws. The procedure shall be as follows:
a. 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.
b. 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.
c. After presentation the membership shall vote on whether or not to accept the resolution for consideration.
d. The resolution shall be posted after the initial membership approval.
e. At the next membership meeting, the resolution will be voted on by the membership. A 2/3 majority is required for the resolution to be adopted.
BY-LAWS OF THE COTATI HOME BREWER'S COLLECTIVE
ARTICLE ONE
Membership
Section 1. Membership
Membership lasts one calendar year beginning in January and ending in December.
Section 2. Dues
Dues are currently being charged and are due at the end of January. To remain a member, you must be paid up to date and in good standing. Dues will be applied towards running the club, including quarterly competitions. Any special events or special competitions may require additional fees paid by members.
Section 3. Honorary Membership
The Board of Directors may elect to designate any person an Honorary Member of the Society for a time period determined by the Board at the time of dispensing such Honorary Membership. Honorary Membership entitles such person to any benefits as determined by the Board of Directors at the time of election of that title.
Section 4. Non-returning Members
Any members who are not paid up to date may be removed from all club e-mail lists, and lose the ability to compete in competitions.
Section 5. Membership Agreement
The Board of Directors shall author a membership agreement that is required for all members. The agreement shall outline acceptable behavior and risks assumed by members.
Section 6. Membership Cards
The club shall provide to each member a card designating them as a member of the Collective. Each card shall be minimally provided with name and a method to determine the member’s expiration date and current status. The card shall be required for all discounts and voting privileges except where waived by the Board of Directors or vendor. (We currently are not issuing cards, although this may change.
ARTICLE TWO
Meeting notes
Section 1. Schedule
The minutes shall be sent to members via e-mail within 72 hours of the closing of the monthly meeting.
Section 2. Responsibility
The Secretary shall be responsible for producing and distributing the minutes, although the President or Vice-President may do so.
ARTICLE FOUR
Competitions
Section 1. Rules
To compete in club quarterly competitions, the member must be in good standing. This also applies to judging. The winner of each competition picks the style for the next competition by the next club meeting. A club member may win 3 consecutive competitions before surrendering the right to choose the next style, at which the club will vote upon the next style. If the style is not announced to the club by the next meeting, the club will vote on the next style at that meeting. Competitions are a "people's choice" with 1 vote cast by each member. Occasionally this will vary, but it is not standard for it to be BJCP-style voting. Only active members may vote.
ARTICLE FIVE
Responsible Consumption of Alcohol
The tasting of samples allows for the examination of the various styles of beverages for the purposes of competition, evaluation, feedback and problems solving. It is understood that each individual within the Collective is personally responsible for their own actions and well-being, but each member will also act responsible with the best interests of the club in mind.
ARTICLE SIX
Section 1. Affiliations
The Cotati Home Brewer's Collective is an AHA-affiliated club.