Article I -- Name and Purpose
1. The name of this organization shall be Metropolitan Washington Mensa (MWM).
2. MWM is a local group of American Mensa, Ltd. (AML) and is subject to the Constitution of Mensa, the Bylaws of AML, and the resolutions adopted by the American Mensa Committee (AMC).
1. Membership in MWM shall be composed of those members of AML in good standing who reside in the geographic area assigned to MWM by the AMC and who have not by choice been assigned to another local group, or as otherwise assigned by AML. Only such members are eligible to hold office in MWM.
2. Mensa members in good standing who are not also members of MWM are welcome to participate in the social activities of MWM, but may not vote or hold office in MWM, nor may they participate in business activities of MWM unless they be the national Ombudsman (or a surrogate) or members of the AMC in the discharge of their responsibilities, or are acting at the invitation of the Executive Committee.
3. Determination of the membership of MWM shall be based on the latest membership
listing provided by AML and received by members of the Executive Committee. Any requirement in these Bylaws that refers to a percentage of the MWM membership shall be based on this list.
4. MWM shall observe the preferences of members for data suppression and
publication, as filed with AML, when publishing a local group roster or membership directory/register.
Article III -- Officers and Duties
1. The governing body of MWM shall be an Executive Committee (ExComm) consisting of seven voting officers in the following order:
A. Local Secretary
B. Membership Officer
C. Programs Officer
D. Publications Officer
E. Treasurer
F. Scrivener
G. Member-at-Large
2. The duties of the Local Secretary (LocSec) shall be to preside at meetings of MWM
and of the ExComm, to act as the principal spokesman for MWM in contact with the public, and to carry on the functions traditionally assumed by local secretaries of Mensa local groups except for functions assigned by these Bylaws to other officers, committees, or the ExComm as a whole. He or she shall be charged with being the chief point of contact between AML and the local group. By agreeing to be LocSec, the LocSec agrees to pass along information to and from the group in a timely fashion. He or she shall be charged with notifying AML (through the national office) and the Regional Vice Chairman for the local group within two weeks of the results of elections, and of changes in the officers of the local group.
3. The duties of the Membership Officer shall be to contact new and prospective members
and welcome them to Mensa and to recruit new members. The Membership Officer shall assist the LocSec in the discharge of the LocSec’s duties and substitute for the LocSec during periods of absence or disability of the LocSec. In the event the office of LocSec should become vacant, the Membership Officer shall assume the office of LocSec until such time as the ExComm can meet to address replacements.
4. The duties of the Programs Officer shall be to schedule meetings and functions and encourage MWM members to volunteer as hosts for events; to provide the Publications Officer with a Calendar of Events for publication in the MWM newsletter; to arrange for the time and location of business meetings, and to arrange for obtaining refreshments and cleanup afterwards. The Programs Officer shall also act as substitute for the LocSec during periods of absence or disability of both the LocSec and the Membership Officer.
5 The duties of the Publications Officer shall be to arrange for the issuance of the MWM
newsletter once a month and for the issuance of any other publications of MWM. The Publications Officer shall ensure that minutes of meetings, officers’ reports, and instructions of the Election Committee shall be published promptly in the newsletter.
6 The Treasurer shall act as financial officer of MWM, collect and disburse funds at the
general direction of the ExComm, and maintain records thereof. The Treasurer shall also maintain a record of all equipment owned by MWM, and its location. Not less often than quarterly, the Treasurer shall report to the membership, by publication in the MWM newsletter, the status of MWM finances. The report shall contain schedules of income, expenses, and balances for all funds under the control of MWM, including gatherings, scholarships, and other special funds. An expanded, detailed statement shall be distributed to the ExComm members and be available to any member of MWM on request. The Treasurer must provide to the LocSec original statements from banks and any other institutions where MWM’s money is deposited at least quarterly. All accounts shall be separate accounts in the name of MWM and shall have more than one signatory so that chapter funds can be accessed in the absence of the Treasurer.
7. The Scrivener shall take minutes of all ExComm meetings and Membership Business Meetings, serve as the official contact for resignation of elected officers and calls for meetings by the membership, and undertake any necessary correspondence from the ExComm. Following each ExComm meeting, the Scrivener shall report the minutes of that meeting to the membership by publication in the next issue of the MWM newsletter.
8. The Member-at-Large shall supervise all appointed officers and shall be the initial point of contact on the ExComm for matters pertaining to appointed officers or their actions. The Member-at-Large shall seek out replacements when necessary and shall make recommendations to the ExComm as to such appointments.
9. Each ExComm shall appoint an Ombudsman by April 1 following its election. The term of office for an Ombudsman is four years. The duties of each Ombudsman shall be those described for the office of Ombudsman in the Bylaws of AML, as adapted for functioning at the local-group level. The Ombudsman shall serve as mediator for disputes within the local group and shall be an arbiter available to serve as a representative to a Regional Hearings Committee. If an Ombudsman accepts nomination for or appointment to any other office in Mensa, the Ombudsman will be deemed to have resigned the office of Ombudsman. Should there be fewer than four Ombudsmen at any time, the ExComm shall make the necessary appointment(s) as rapidly as circumstances permit. An Ombudsman may be removed from office only for malfeasance, misfeasance, or nonfeasance in office by unanimous vote of the entire ExComm, voting in person.
10. The term of office for elected officers shall be from November 1st of an odd-numbered year to October 31st of the next odd-numbered year (i.e., a two-year term of office), or until installation of a properly qualified successor, except in the case of resignation or removal from office as provided in Article VI.
11. The ExComm may appoint committees or officers and specify their duties and duration, not to exceed that ExComm’s duration of office.
12. Each officer and appointee shall turn over all files and materials pertaining to the
position and all equipment owned by MWM to the successor, to the current LocSec, or to another member of the ExComm no later than the expiration date of his or her term. Each outgoing officer and appointee shall assist his or her successor to assume the duties of the position. If an officer or appointee resigns, is removed or is recalled from office, all files and materials pertaining to the position and all equipment owned by MWM must be turned over within two weeks from the date of resignation, removal, or recall. All financial records of MWM are the property of MWM.
13. The ExComm shall appoint someone annually to conduct a financial review; this
review shall take place in November of each year. The individual appointed to this duty will be someone who was not involved in the issuing or collecting of money during the review period, and shall include viewing actual statements from banks and any other institutions where MWM’s money is deposited.
14. Each elected officer shall have one
vote. A simple majority of all voting
members of the ExComm shall constitute a quorum to transact business. If a vote is being called at a scheduled
meeting of the Executive Committee, the vote must be exercised either in person
or, in the event of a member’s absence, via real-time electronic means. In this event, it is the responsibility of
all members who are present to ascertain to their satisfaction both the true
identity of the voter and the exact vote being cast. In the event of time-sensitive issues that
need to be called to a vote prior to the next ExComm meeting, discussion and
voting may take place electronically, with acknowledgement of this vote having
taken place at the next ExComm meeting for introduction into the Minutes.
15. An elected officer is deemed to have resigned the office if the officer does not participate in three successive scheduled meetings of the ExComm. The ExComm may waive this provision by majority vote.
16. The ExComm shall, within 45 days, select a replacement for any ExComm member who resigns, is removed, is recalled, or dies, except as specified elsewhere in these ByLaws. Such replacement is considered to be an elected member.
17. No officer, elected or appointed, shall receive any salary or compensation for carrying
out the duties of the office, except for reimbursement of actual expenses incurred.
1. An Annual Business Meeting of the membership shall be held at the call of the ExComm during October of each year.
2. Meetings of the ExComm will be held at the call of the ExComm. Meetings will be held at least once a month during at least ten months of the year.
3. Membership Business Meetings shall be called by the LocSec at the request of three percent of the membership, or by majority vote of the ExComm. The date, time, place, and purpose of a Membership Business Meeting shall be announced in the MWM newsletter, and no other business than that indicated in the announcement may be acted upon. Ten percent of the membership constitutes a quorum to take action.
4. Notice of any and all scheduled meetings shall be published in the MWM newsletter, and they shall not be scheduled earlier than fifteen days after the mailing of the newsletter. Any officer or ten percent (10%) of the membership may call an unscheduled meeting of the ExComm for a specific purpose that requires immediate action; only that specific purpose may be discussed. Alternatively, any member of the ExComm may initiate a telephone poll of the ExComm. Action requires approval of a majority of the ExComm and must be ratified at the next scheduled meeting of the ExComm, unless moot by that time. Such meetings and decisions must be reported in the newsletter.
5. The latest edition of Robert’s Rules of Order shall be used for rules of conduct at meetings.
Article V -- Elections
1. Each election year the ExComm shall appoint an Election Committee of at least three and no more than five members in sufficient time for their names to be published in the August issue of the MWM newsletter.
2. No member of the American Mensa Committee, ExComm, avowed candidate for the
ExComm, or member of the immediate family or household thereof shall be a member of the Election Committee. In the event a member of the Election Committee or a member of the immediate family or household thereof shall submit his/her name in candidacy for the ExComm, the member shall be deemed to have resigned from the Election Committee. In the event that the membership of the Election Committee falls below three, the ExComm shall appoint an additional member or members as soon as practicable.
3. The Election Committee shall set its own rules, subject to the requirements of these bylaws.
4. The nomination procedure below shall be published in the August issue of the MWM newsletter:
A. Any nominee must submit a statement of willingness to run and expectation of ability to serve and participate in meetings regularly.
B. The Election Committee shall announce the location to which these statements are to be delivered. The Election Committee must receive these statements by the last mail delivery on the first business day in September.
C. A member may not run for more than one elective office.
5. Offices shall be listed on the ballot in the same order as in Article III, Section 1. Unopposed candidates shall be declared elected and so notified by September 10th. The Election Committee shall notify opposed candidates of the names of their opponents by September 10th.
6. Ballots shall be mailed to each member no later than September 30 as part of the MWM newsletter or as a separate mailing.
7. Candidates on the ballot may submit written statements to the Election Committee. Standards for the statements shall be set by the Election Committee, except that the maximum statement length shall not be set at fewer than 100 words. The statements must be published in the October issue of the MWM newsletter. Only the Election Committee may edit candidates’ statements.
8. Voting instructions and procedures will be published and distributed with the ballots.
9. Each candidate on the ballot may appoint a member of MWM who is not an opposed candidate or a member of the Election Committee to be an observer of the ballot counting.
10. At the close of the polls, a majority of the Election Committee shall count or supervise the counting of the ballots and shall certify the Election results.
11. If there is more than one candidate for any office, the acceptance method of voting shall be used. In the acceptance method of voting, each voter may cast one vote for each candidate whom the voter considers acceptable for the office in contention. The maximum number of votes each voter may cast shall be one less than the total number of candidates for that office. If a candidate withdraws after publication of the ballot, the votes for that candidate shall not be counted. The candidate who receives the most votes shall be elected. If two or more candidates tie for the most votes, the winner shall be chosen from among them by coin toss conducted by the Election Committee.
12. The election results and vote count shall be published in the next issue of the MWM newsletter, and the outgoing Local Secretary shall notify AML.
13. If there should be election irregularities that, as determined by the Election Committee, may have affected the outcome of an election, the Election Committee shall take such steps as are necessary to hold a new election.
14. If there is no nominee for a given office, the vacancy shall be filled in accordance with
Article III, Section 16 of these Bylaws at the first meeting of the new ExComm.
15. Challenges to the election must be made in writing by a candidate to the Election Committee and must be received by the Election Committee within 30 days of the certification of the election results. Any action taken by the ExComm in the interim shall not be affected by the outcome of such challenge.
16. Ballots and election materials shall be retained by the Election Committee for no fewer than 30 days following the election. Those materials shall then be turned over to the Archivist or LocSec to be held until the next election.
Article VI -- Removal of an Officer
1. Elected members of the ExComm may be removed from office by a recall election or, for malfeasance, misfeasance, or nonfeasance in office, by the unanimous vote of all other members of the ExComm, voting in person.
2. A recall election may be called by a petition citing the reasons for such action and signed by at least ten percent of the membership. Such petition shall constitute a provisional recall, provided the signatures are dated and the earliest signature is not more than 60 days old at the time the petition is submitted. The petition must be handed to or sent by certified mail to any voting member of the ExComm other than the officer involved. The ExComm member receiving the petition must notify the officer involved and all other members of the ExComm within three days of receipt of the petition.
3. Upon notification, the officer involved may submit a counter-petition to any member of the ExComm. This counter-petition must have at least the same number of signatures as required for the removal petition. Any signature of a person who signed the removal petition shall not be valid on the counter-petition. All signatures shall be dated, the earliest no earlier than the date the officer is notified of the removal petition. The petition must be received by an ExComm member no later than 60 days after the removal petition was received.
4. If a timely counter-petition is received by the ExComm, the provisional recall is vacated and the officer retained without further action. If such counter-petition is not received from the officer involved within the time limit, the ExComm will schedule a recall election by means of a ballot to be included in the next possible issue of the MWM newsletter. The procedure will follow that of a regular MWM election, with the following exceptions:
A. Balloting will be by mail only.
B. The Ombudsmen shall either conduct the recall election or appoint a Special Election Committee to do so.
C. Along with the ballot, the member who initiated the recall petition may have
published the reasons the recall is requested. The officer involved must be provided a copy of such reasons at least one week prior to the newsletter deadline and may provide a rebuttal for publication in the same issue of the newsletter. The Ombudsmen or Special Election Committee may state limits as to length of reasons and rebuttal, with both having the same limits.
5 If an officer resigns, is removed from office, or is recalled, that officer shall not be
eligible for appointment to the ExComm for the remainder of the term of that ExComm.
6. Appointed officers may be removed from office by a simple majority vote of the ExComm.
1. The ExComm may, by majority vote, recommend amendment to these Bylaws. An
amendment petition may also be proposed by fifty members, or two percent of the membership, whichever is less. The petition must be signed and dated by such members and submitted by hand or certified mail to any member of the ExComm, with no signature dated earlier than 60 days from the date delivered or mailed.
2. Any proposed Bylaw amendments must be submitted within thirty days to the American Mensa National Office for transmittal to the AMC for its approval or to both the Bylaws Committee and the National Office. If a petition amendment is not approved by the AMC, the principal mover of the petition must be notified and advised of the reasons for the refusal and the suggestions of the AMC for changes.
3. When approval of proposed amendments is received from the AMC, each current Bylaw (if any) and the proposed changes or new Bylaw(s) are to be published in the next practicable issue of the MWM newsletter.
4. Ballots concerning the amendment are to be published in the second newsletter following the first publication along with instructions concerning voting, or in a separate mailing. The deadline for receipt of ballots shall be set no earlier than thirty days after the scheduled date of mailing of the newsletter containing the ballots, or the actual date of mailing in the event of a separate mailing. In no event shall the last date for receipt of ballots be less than 90 days from the date of first publication of the proposed amendment.
5. Ballots shall be counted by the ExComm within one week after the deadline for receipt of the ballots. Amendments shall be deemed adopted upon affirmative vote of a majority of the ballots cast and subsequent approval of the amended ByLaws by the ByLaws Committee.
6. If a new office is brought into existence by an amendment to the Bylaws, that office shall be filled by appointment no later than the second regularly scheduled meeting of the ExComm after the ballots are counted. If the counting is done at a regular meeting of the ExComm, the appointment will be made by the next regularly scheduled ExComm meeting.
7.
If the AMC should amend the Minimum Standard Bylaws for Local Groups of
AML, and these Bylaws do not meet the requirements of the amended Minimum
Standard Bylaws, such changes shall be incorporated in our actions as a
chapter.
8. When changes to more than one section of these Bylaws are being proposed, the
membership shall have the opportunity to accept or reject each proposed section independently of the other(s). If the membership rejects a proposed section, the ExComm will review any interrelated section(s) and will make such changes that are necessary for maintaining consistency and clarity. Such changes shall not require a new vote of the membership, but shall be resubmitted to the AMC for approval prior to being adopted.
American Mensa, Ltd. (AML) has granted a royalty-free, non-exclusive license to MWM for the use of the mark "M" and a logo, consisting of a globe over a stylized "M" within a border, in connection with the noncommercial uses of MWM. AML retains full ownership of the mark and logo and all statutory and common law rights to the logo.
Complete Revision Adopted, July 1985
Adopted as Amended, March 1989
Adopted as Amended, October 26, 2006