Articles of Association

To further the purposes stated herein, the members hereby agree to establish this not-for-profit service and social club under the following Articles of Association, to be known as: _____________________________.

ARTICLE I – THE ORGANIZATION

1.0 Name of Association

The name of this Association shall be: ________________________

2.0 Offices of Association

The principal office of the Association shall be located at the residence of the President. Additional offices may be designated as necessary by the members or the Executive Board.

3.0 Purposes

The Association is organized to serve the community by: enhancing __________________________; sharing information; educating and encouraging new participants; organizing social activities; and promoting the art, science, and enjoyment of the subject matter. All Association activities shall align with these stated purposes.

4.0 Powers

The Association holds all necessary powers to support its purposes, including but not limited to: collecting, managing, and sharing information; conducting seminars and workshops; collecting membership dues; and expending funds for authorized purposes.

5.0 Membership

Any individual with an interest in the subject matter may become a member in good standing by paying annual dues as required. A member loses good standing if dues are not paid or if the majority deems the member no longer supports the Association’s best interests. A member may include other interested household members under one membership, entitling them collectively to one vote, one newsletter, and one prize drawing entry. Any household member may obtain individual voting rights by paying dues separately. Complimentary memberships may be granted to students, faculty of accredited institutions, and individuals in key roles as approved by the Executive Board and membership vote.

6.0 Dues, Assessments, and Fees

The Association shall be funded through annual dues, assessments, and activity fees. All funds shall support approved Association activities. Dues and assessments are set annually by majority vote of the members, upon Executive Board recommendation, and must cover at least 80% of estimated normal operating costs. Remaining operating costs may be covered by assessments, investment income, or prior surpluses. Dues and assessments shall be uniform for all members. Fees for specific activities, beyond normal operating costs, shall be reasonably calculated by the Executive Board and shall apply equally to all participants, regardless of membership. Any excess funds exceeding $200 or 20% of the non-operating costs of a specific activity must be refunded proportionately to payers.

7.0 Fiscal Year

The fiscal year of the Association shall be the calendar year.

8.0 Funds Management and Authorities

No individual member may obligate the Association. Unauthorized commitments are the personal responsibility of the individual. Executive Board members may authorize up to $25 in non-recurring expenses. The President, with Treasurer approval, may authorize up to $100. The Executive Board may authorize up to $200. Membership approval by majority is required for non-recurring expenses exceeding $200. New recurring expenses require membership approval. Increases to existing recurring expenses do not.

These Articles govern the Association. Where not specifically addressed, Robert’s Rules of Order shall apply, unless they conflict with these Articles, in which case these Articles take precedence.

ARTICLE II – THE EXECUTIVE BOARD

1.0 Officers’ Duties

The Executive Board consists of officers elected at the November general meeting. Officers oversee daily operations and assume presidential succession in listed order.
PRESIDENT: Oversees business operations and presides at meetings.
VICE PRESIDENT: Acts in the President’s absence, helps plan programs, schedules speakers, and arranges audiovisual needs.
SECRETARY/TREASURER: Maintains non-financial records, meeting minutes, and correspondence. Acts as alternate to Treasurer.
TREASURER: Manages funds, membership and dues records, provides monthly financial reports, and maintains accessible financial records.
MEMBERS AT LARGE: Two members perform duties as assigned by the President.

2.0 Election of Officers

Nominations open in September and close prior to the November election. Absentee ballots are accepted if received before the November meeting. Ballots and nominations are published in the November newsletter. Elections occur in November; results are announced at the meeting, and officers are installed in January. Officers serve one-year terms. A nominating committee, selected by the President and approved by the Executive Board in October, shall propose candidates. Floor and write-in nominations are permitted with nominee consent and a second. Officers are elected by a simple plurality of votes and must remain in good standing.

2.1 Removal from Office

An officer may be suspended by a unanimous, unopposed vote of the remaining Executive Board members. The suspended officer may request a reinstatement vote by the general membership at the next meeting. If not reinstated, a successor will be appointed by the Board, subject to general membership approval.

ARTICLE III – APPOINTMENTS

The President or Executive Board may appoint members to special assignments as needed, subject to general membership approval.

ARTICLE IV – ADVISORY BOARD

Advisory Board members are appointed by the President with Executive Board approval. Their term is indefinite, and they may be replaced as needed. These advisors offer subject-matter expertise and meet with the Executive Board. Positions are flexible and illustrative, not exhaustive.

1.0 General Membership Meetings

The membership meets monthly. Meetings include programs of interest, announcements, and club business, led by the President or alternate. A minimum of five members must be present to conduct official business.

2.0 Executive Board Meetings

Executive Board meetings are convened by the President as needed or upon majority vote at a general meeting. Meetings are open to the membership and announced in advance when possible. At least three voting members (or their designated representatives) are required for official business.

ARTICLE VI – NEWSLETTER

1.0 Purpose

The newsletter content is curated by the Editor and subject to Executive Board approval. Only content free of copyright and legal issues will be published.

2.0 Publication

The newsletter is distributed at general meetings to members in good standing. Submissions must be sent to the Editor at least ten days before the publication date.

ARTICLE VII – REPRESENTATION OF THE CLUB

The Association’s name or symbols may only be used with the consent of a majority of the Executive Board.

ARTICLE VIII – AMENDMENT OF ARTICLES

1.0 By Executive Board

The Executive Board may propose changes to the Articles at a General Membership Meeting.

2.0 By Members

Members may propose changes via a petition signed by two-thirds of those present at a meeting. The prior month’s membership count will determine quorum. Proposed changes must be published in the newsletter one month before voting. Amendments require a majority of submitted, signed member votes.

ARTICLE IX – DISTRIBUTION OF ASSETS

Upon dissolution, after settling liabilities, remaining assets shall be distributed to one or more qualified nonprofit organizations under Section 501(c)(3) of the Internal Revenue Code, as selected by the Executive Board. If not, the local Court of Common Pleas will select qualifying recipients.

_____________________
Founder of Organization
_____________________
Founding Members (each should sign and initial)
Dated:

Articles of Association

How to Use This Sample Format

This sample format provides guidance for drafting your Articles of Association. It is essential to establish these articles at the formation of any organization to ensure clear governance. Delaying this process can lead to complications. Once established, members can revise the rules as needed. Make several copies, distribute one to each member, and ensure proper filing for access by current and future officers.