Atlanta Koi Club Bylaws
Revised: January 18, 2026
Article I – Name & Purpose of the Club
Section A – The name of the Club shall be the Atlanta Koi Club, hereinafter the “Club”.
Section B – The Club will be a social club, a non-profit organization, and not a business. The purpose of the Club shall be to promote, create, and enlarge the hobby of Koi keeping, breeding Koi, appreciating and exhibiting them, pond building, filtration and maintenance, to disseminate information about these purposes to the Membership and others, to engage in educational and social activities related to these purposes, and to acquire and own such property as may be necessary to the foregoing purposes.
Article II – Membership
Section A – Any adult who has an interest in the Koi hobby and the foregoing purposes will be eligible for Membership. After submitting an application and payment of dues as outlined in Article VI, the applicant will become a Member of the Club in good standing.
Section B – Any members will be considered a Member in good standing if they have paid their dues for the current year.
Section C – Any Member may voluntarily withdraw from the Club.
Section D – A Member may be expelled by a two-thirds (2/3) vote of Members present at a regular or special meeting of the Membership, provided a quorum is present, for violation of the Bylaws, non-payment of dues or for conduct deemed by the Membership as detrimental to the Club and provided Member has been given at least 7 days notice prior to the meeting of the proposed vote to expel to give them an opportunity to correct the infraction.
Section E – Membership and rights in the Club will cease upon death, withdrawal, or other termination of Membership in the Club.
Section F – Memberships are not transferable or assignable.
Section G – There will be no maximum number of Members in the Club.
Section H – There will be two basic types of Membership with voting privileges. An Individual Membership will be available to adults 18 years old or older. A Household Membership will be available to households with two or more adults 18 years of age or older.
Section I – “Honorary” or “Lifetime” Memberships may be awarded individuals selected by the Club as so deserving. Such individuals will not be required to pay annual Membership Dues. Such individuals may be so designated by a two-thirds (2/3) vote of the Membership at any regular or special meeting of the Club provided a quorum is present.
Section J – Members’ privacy shall be safeguarded. The club will not share personal information outside of the club without prior consent. Any member or sponsor who knowingly disseminates member’s contact information outside of the club will be subject to expulsion.
Section K – Membership Code of Conduct. When participating in club events, members agree to conduct themselves with respect, kindness and courtesy to others without bullying or degrading others on the basis of things like race, religion, culture, sexual orientation, gender or identity. Continual behavior of this nature may subject a member to expulsion
Article III – Club Sponsors
Section A – The name of the Club shall be the Atlanta Koi Club, hereinafter the “Club”.
Section B – The Club will be a social club, a non-profit organization, and not a business. The purpose of the Club shall be to promote, create, and enlarge the hobby of Koi keeping, breeding Koi, appreciating and exhibiting them, pond building, filtration and maintenance, to disseminate information about these purposes to the Membership and others, to engage in educational and social activities related to these purposes, and to acquire and own such property as may be necessary to the foregoing purposes.
Section C – A Club Sponsor may voluntarily withdraw from the Club at any time.
Section D – A Club Sponsor may be expelled by a two-thirds (2/3) vote of Members present at a regular or special meeting, provided a quorum is present, for violation of the Bylaws, non-payment of dues, or for conduct deemed by the Membership as detrimental to the Club and provided Club Sponsor has been given at least 30 days notice prior to the meeting of the proposed vote to expel to give them an opportunity to correct the infraction.
Section E – A Club Sponsor and its rights in the Club will cease upon dissolution of the company, withdrawal, or other termination of Sponsorship in the Club.
Section F – Club Sponsorships are not transferable or assignable.
Section G – There will be no maximum number of Sponsors in the Club.
Section H – A Club Sponsor has no voting rights and if a Club Sponsor or spouse/partner of a Club Sponsor joins the club as a member, that member will not have voting rights.
Article IV – Membership & Sponsorship Rights
Section A – Each Member in good standing shall have the right to vote at each regular or special meeting attended.
Section B – Each Member in good standing will have the right, in conjunction with four other Members, to request a special meeting from the President of the Club.
Section C – Each Member and Sponsor will have the right to receive the Club Newsletter.
Section D – Each Club Sponsor will receive one business card-size advertisement in the Club Newsletter for the length of the Sponsorship.
Section E – Each Club Sponsor will receive one listing on the Club website Sponsor page for the length of the Sponsorship.
Section F – A Member or Sponsor may submit advertisements for publication in the Club Newsletter or other publications at prevailing Club advertising rates. Advertisements in the electronic newsletter are free to members or sponsors.
Section G – Both Members and Sponsors shall be encouraged to participate fully in the activities of the Club.
Section H – Both Members and Club Sponsors in good standing shall have the right to have non-administrative access to club digital platforms
Article IV – Membership & Sponsorship
Section A – Each Member in good standing shall have the right to vote at each regular or special meeting attended.
Section B – Each Member in good standing will have the right, in conjunction with four other Members, to request a special meeting from the President of the Club.
Section C – Each Member and Sponsor will have the right to receive the Club Newsletter.
Section D – Each Club Sponsor will receive one business card-size advertisement in the Club Newsletter for the length of the Sponsorship.
Section E – Each Club Sponsor will receive one listing on the Club website Sponsor page for the length of the Sponsorship.
Section F – A Member or Sponsor may submit advertisements for publication in the Club Newsletter or other publications at prevailing Club advertising rates. Advertisements in the electronic newsletter are free to members or sponsors.
Section G – Both Members and Sponsors shall be encouraged to participate fully in the activities of the Club.
Section H – Both Members and Club Sponsors in good standing shall have the right to have non-administrative access to club digital platforms
Article V – Fiscal Year
The fiscal year shall be from January 1 through December 31.
Article VI – Dues
Section A – For new members, annual and/or biennial Memberships shall commence on the date a new Member joins the club and that date will be the renewal date for the member going forward. For current members, their annual and/or biennial Memberships renewal date shall remain January 1st every year going forward. The annual and/or biennial dues for a Household Membership, Individual Membership, and Club Sponsorship shall be set by the Executive Committee and approved by a majority vote of Members present at a regular or special club meeting provided a quorum is present.
Section B – Members and Club Sponsors who elect not to renew their membership shall be deleted from the active rolls by the Membership Manager who will also notify the Webmaster and Newsletter Editor of changes to current membership so that those persons can update the website and newsletter distribution as needed.
Section C – Dues are not transferable, not assignable, and not refundable, in whole or in part.
Section D – The Membership Manager shall notify the Newsletter Editor monthly of any Club Sponsors who have not paid their dues. The Newsletter Editor shall remove those Club Sponsors from the newsletter starting with the following month’s edition. If the delinquent dues are subsequently paid, the Membership Manager shall notify the Newsletter Editor to restore the Club Sponsor to the Newsletter.
Section E – The Membership Manager shall notify the Webmaster monthly of any Club Sponsors who have not paid their dues and are therefore no longer Club Sponsors. The Webmaster will remove the former Club Sponsor from the Club Sponsor page of the Club website. If the delinquent dues are subsequently paid, the Membership Manager will notify the Webmaster to restore the Club Sponsor to the Club Sponsor page of the Club website.
Section F– Funds collected from dues will be used to further the purposes of the Club.
Article VII – Meetings
Section A– The regular meeting of the Executive Committee will normally be held one hour in advance of the regular meetings of the Membership but may be held via video conferencing/electronic format provided that Members in good standing are notified at least three days in advance and are allowed to observe the meeting.
Section B– The schedule of regular meetings of the Membership shall be recommended by the Vice President and approved by the Executive Committee. Upon Executive Committee approval, the schedule to be published on the Club website and in the Club Newsletter.
Section C– Special meetings of the Membership may be called by the President or upon special request to the President by at least five Members in good standing. The President will set the date, time and location of such meeting. Notice shall be given to the Membership at least seven days in advance of such meeting. Notice of a special meeting must include a summary of the agenda items. If a quorum of the Membership is present at any such special meeting, any business normally done at regular meetings may also be transacted.
Section D– Attendance at a meeting of 10% of the total Voting Membership in good standing will constitute a quorum. Regular or special meetings with a quorum of the Membership will be able to conduct any Club business. If a quorum of the Membership is not present, Club business may not be conducted.
Section E– Attendance by at least three (3) elected Officers will constitute a quorum at any meeting of the Executive Committee, provided one of the three Officers is the President or Vice President. Regular or special meetings with a quorum of the Executive Committee will be able to conduct any Executive Committee business. If a quorum of the Executive Committee is not present, Executive Committee business may not be conducted.
Section F– Special meetings of the Executive Committee may be called by the President or upon special request to the President by at least two Members of the Executive Committee. The President will set the date, time, and location of such meeting subject to the approval of a majority of the Members of the Executive Committee. Notice will be given to all Members of the Executive Committee and all Voting Members in good standing at least one day in advance of such meeting. Notice of a special meeting must include a summary of the agenda items. If a quorum of the Executive Committee is present at any such special meeting, any business normally done at regular Executive Committee meetings may also be transacted.
Section G– Meetings of both the Executive Committee and of the Membership may be held either in person or via electronic platforms such as Zoom, Google Meets, etc. Notice of meeting format will be communicated to the Membership at least 3 days in advance of the regularly scheduled meeting and a least one day prior to a specially called meeting of the Executive Board. Voting may occur during authorized electronic meetings provided that the required quorum is met.
Section H- Confidential Working Sessions may be convened by the Executive Committee for strictly limited purposes of discussing and acting upon highly sensitive, urgent, or confidential matters that require immediate action or privacy and cannot be reasonably addressed in an open meeting. Matters appropriate for a Confidential Working Session should be limited to personnel matters, disciplinary matters, legal matters, contract negotiations, financial distress or fraud, or any other topic reasonably deemed by the Executive Committee as requiring such confidentiality. Attendance at a Confidential Working Session shall be limited to the Executive Committee and, at the discretion of and invitation by the Executive Committee, other specific subject matter experts, such as the Club's attorney, auditor, etc. No regular member of the Club shall be permitted to attend. This clause may not be used to prevent members from attending regular or special meetings of the Executive Committee where general Club business is discussed.
Attendance at a Confidential Working Session shall be limited to the Executive Committee and, at the discretion of and invitation by the Executive Committee, other specific subject matter experts, such as the Club's attorney, auditor, etc. No regular member of the Club shall be permitted to attend. This clause may not be used to prevent members from attending regular or special meetings of the Executive Committee where general Club business is discussed.
Notice of a Confidential Working Session shall be given to all Executive Committee members by the most rapid means practical (e.g., email, text, or phone call) and as far in advance as possible under the circumstances. The notice shall state the limited topic(s) to be discussed, and no other Club business is to be discussed or voted on at a Confidential Working Session. The regular Bylaw requirements for a quorum shall apply.
Minutes of the Confidential Working Session shall be recorded separately and maintained in a confidential manner by the Secretary, accessible only to Executive Committee members unless otherwise required by law. The Secretary shall also prepare a “Summary of Actions Taken from the Confidential Working Session on Month/Day/Year" to be forwarded to the Newsletter Editor for publication in the club’s newsletter. This Summary shall not include any discussion, sensitive details or protected confidential information.
Article VII – Meetings
Section A – An Individual Membership in good standing shall entitle the member to one vote.
Section B – A Household Membership in good standing shall entitle two adult members in the household one vote each.
Section C – Club Sponsors and spouses/partners of Club Sponsors will not be entitled to vote.
Section D – Members in good standing attending a regular or special meeting either in person or via authorized electronic meetings will do all voting personally; no proxies or absentee ballots will be allowed. In the case of voting during electronic meetings, the Executive Committee shall determine the method of voting (e.g. roll call, electronic poll, etc.)
Article IX – Officers of the Club (Executive Committee), Appointments, and Committee Chairpersons
Section A – The elected Officers of the Club, collectively known as the Executive Committee, and their terms in office shall be:
President Two years by election (election in even years)
Vice President Two years by election (election in odd years)
Secretary Two years by election (election in odd years)
Treasurer Two years by election (election in odd in years)
Property Manager Two years by election (election in even years)
Membership Manager Two years by election (election in odd years)
Social Media/Marketing Manager Two years by election (election in even years)
Section B – The appointed positions of the Club and their terms in office shall be:
Newsletter Editor One year by appointment of the President or President-Elect
Webmaster One year by appointment of the President or President-Elect
Pond Tour Committee Chairperson(s) Project and term by appointment of the President or President-Elect,
Koi Show Committee Chairperson(s) Project and term by appointment of the President or President-Elect
Volunteer Committee Chairperson(s) One year by appointment of the President or President-Elect
Rescue Committee Chairperson One year by appointment of the President or President-Elect
Auction Committee Chairperson(s) Project and term by appointment of the President or President-Elect
Education/Program Coordinator One year by appointment of the Vice President or Vice President Elect
Section C – The elected offices of the Club cannot be held by the same Member for more than three consecutive terms.
Section D – Vacancy in the office of President will be filled by the Vice President for the remainder of the term. Filling a vacant office for less than one year will not count as part of the three consecutive terms limit. Filling a vacant office for one year or more will count as part of the three consecutive terms limit.
Section E – Vacancy in the offices of Vice President, Secretary, Treasurer, Property Manager, Membership Manager or Social Media/Marketing Manager will be filled by appointment by the Executive Committee and confirmed by vote of the membership at the next regular meeting. Filling a vacant office for less than one year will not count as part of the three consecutive terms limit. Filling a vacant office for one year or more will count as part of the three consecutive terms limit.
Section F– No Member may hold more than one elected office at any given time but may hold both an elected and an appointed position.
Section G– The elected Officers of the Club in Article IX shall constitute the Executive Committee.
Section H– No Officer, Member, or Sponsor of the Club will execute a contract or agreement on behalf of the Club without the prior approval of the Executive Committee. Notwithstanding the foregoing, the Treasurer may renew the Club’s insurance policy(ies) in advance of approval by the Executive Committee in order to ensure continuing coverage for the Club, its Officers, its liabilities, and its property.
Section I– Chairpersons will report to the Executive Committee as requested by the Executive Committee. Chairpersons are not members of the Executive Committee unless they also hold elected office. Chairpersons and other appointees may be invited to attend any meetings of the Executive Committee.
Section J– Any elected Officer of the Club may be removed from office for cause by a two-thirds (2/3) vote at any regular or special meeting of the Club provided a quorum is present.
Article X – Election of Officers
Section A -The Membership Manager will form a Nominating Committee consisting of no fewer than three Members in good standing by August 30th
Section B– The Nominating Committee will produce a slate of candidates for Officers to be elected which will be presented to Membership in the October newsletter. The Nominating Committee will normally have named two candidates for each available position. All candidates must have given prior consent to be nominated and have agreed to serve if elected.
Section C– At the November meeting, the President will present the candidates for open positions and call for any nominations from the floor. Any nominees from the floor must be present at the meeting to be elected, and must give consent to be nominated and agree to serve if elected.
Section D – At the November meeting, with a quorum present and upon the close of nominations from the floor, the President will call for a vote. Only Members in good standing may vote. The vote will be taken by secret ballot.
Section E– The candidate with the highest number of votes will be declared elected by the President. In case of a tie, the President will call for another vote (run-off).
Section F– The President or President-Elect will fill the appointed positions for the forthcoming year. Consideration will be given to those Members who were nominated for a position and had agreed to serve if elected, but were not elected by the Membership vote. The installation of Officers and announcements of appointments will be held at the Membership meeting in January of the following year.
Section G– There shall be a Transition Period between the November election
and the end of the year. Current Officers and newly elected Officers agree to meet during the Transition Period to transfer documents, records and knowledge of the role, responsibility and procedures of the outgoing officer to the incoming officer. Section H – All terms of office for elected and appointed positions shall commence on January 1st and end on December 31st.
Article XI – Duties & Authority of Officers, Appointed Positions, and Advisors
Section A – The duties, responsibilities, and authority of the President shall be:
1. To preside at all meetings at which he or she is present.
2. To fill all appointed positions and Chairpersons except for Education/Program Coordinator.
3. To install the newly-elected Officers at the end of his or her term or appoint someone to do so.
4. To call special meetings of the Club, committees, or any other meeting that may be requested
as outlined in the Bylaws.
5. To approve or deny incidental expenses not otherwise budgeted or addressed in these Bylaws.
6. To appoint additional committees as necessary.
7. To provide a monthly President’s message for the monthly Club Newsletter.
Section B – The duties, responsibilities, and authority of the Vice President shall be:
1. To assume all duties of the President during his or her absence, or upon his/her resignation or other departure from office, or upon request by the President, in addition to other duties which may be assigned.
2. To assist the President as requested.
3. To secure the location for regular monthly Club meetings and to establish meeting dates and times for the coming year.
4. To fill appointed position of Education/Program Coordinator.
5. To secure programs for regular monthly Club meetings with the assistance of the Education/Program Coordinator.
6. To provide information to the Newsletter Editor and Webmaster regarding monthly programs and meetings.
Section C – The duties, responsibilities, and authority of the Secretary shall be:
1. To keep all records of regular and any special meetings of the Executive Committee
and Membership.
2. If requested by the President, to provide a summary of the Executive Committee meetings at the subsequent Membership meeting.
3. To forward to the Newsletter Editor minutes of the Executive Committee and Membership meetings in accordance with the timeframes required for Newsletter publication.
4. To handle any Club correspondence as requested by the President.
5. To bring to all Club meetings a copy of the Bylaws and recent minutes of previous meetings as resources in case any questions arise concerning them.
6. To send all Members of record via email, or other delivery method as may be necessary, any required notices in accordance with the Bylaws.
7. To furnish copies of the Club’s Bylaws as may be requested by other Officers and Members.
8. To archive all Club records and reports for the current fiscal year.
9. As may be requested by the President, another Officer or any Member, and upon the direction of the President, to prepare any needed, recommended changes to the Bylaws.
10. To advise the President on any matter of parliamentary procedure if the need arises.
Section D – The, duties, responsibilities, and authority of the Treasurer shall be:
1. To receive funds for deposit from various sources and advice of deposits made by the Membership Chairperson for dues collected, name badges ordered, and any magazine subscriptions ordered; said funds to be deposited into the Club’s account(s) with its primary financial institution ("Bank")
2. To recommend to the Executive Committee the Club’s Bank which will have, at a minimum, federal insurance in an amount at least equal to the highest balance held by the Club in the preceding 12 months or the highest amount carried in the current year’s budget, whichever is greater.
3. To be prepared, if asked, to report to the Executive Committee at its meetings, or to the Membership at Club meetings, the financial condition of the Club at any given time.
4. To pay bills and reimburse Members’ expenses in accord with the Club’s approved annual budget or, if over-budget, unbudgeted, or greater than the established limits set for Committee Chairpersons, to obtain approval from the President, Executive Committee, or Membership in accord with the Bylaws.
5. To request a financial accounting from any Chairperson at the conclusion of any major Club project.
6. To provide the Newsletter Editor for the Club Newsletter periodic financial statements.
7. To keep the Club’s books, and prepare and submit all financial reports required by any governmental agency, including preservation of the Club’s tax-exempt status.
8. To perform or engage biannual audits of the financial records of the Club in June and in December each year and deliver the corresponding reports to the Executive Committee. The reports shall include the Club’s property, supplies, and equipment managed by the Property Manager.
9. To prepare the Club’s proposed annual budget after obtaining input from the Executive Committee, Committee Chairpersons and other relevant sources for presentation to the Executive Committee and other Committees by the last day of February. Committee Chairpersons shall present to the Treasurer any requested revisions by March 31. Treasurer shall present the final budget to the Members at the April Meeting.
10. As requested by the President, to prepare a report of the Club’s year-to date financial performance; e.g., YTD actual compared to budget and estimates to year-end.
11. To report to the Executive Committee at any time the Club’s year-to-date net income is less than 10% of budget or expenses greater than 10% of budget.
12. With the Property Manager, to conduct an annual inventory as of year-end of the Club’s property, supplies, and equipment, and report the results to the Executive Committee by January 31st.
13. To submit annual registration to the Georgia Secretary of State prior to the state deadline of April 1st.
14. Annually by June 30th, to evaluate the adequacy of the Club’s insurance policy(ies), its agent(s) and insurance company(ies), and recommend to the Executive Committee any needed changes.
Section E – The duties, responsibilities, and authority of the Property Manager shall be:
1. With the Treasurer, to conduct an annual inventory as of year-end of the Club’s property, supplies, and equipment and report the results to the Executive Committee by January 31st.
2. To secure storage space for the Club’s property with the approval of the Executive Committee.
3. To oversee the loaning of any of the Club’s property/supplies/equipment as approved by the Executive Committee and ensuring their return in good, usable condition. If the equipment loaned is tanks, nets, or the like, Property Manager and the borrowing Member will ensure said equipment is returned disease free.
4. To assist Committee Chairpersons with Club equipment.
5. As requested by the Executive Committee, to provide periodic reports on the status of any Club property or equipment loaned or rented to others. Club funds may not be loaned.
Section F – The duties, responsibilities and authority of the Membership Manager shall be:
1. To organize activities which increase the Membership of the Club.
2. To generate, collect and maintain applications for Membership and Club Sponsors, collect Membership and Club Sponsorship Dues, record orders for name badges and orders for subscriptions to any Club-endorsed magazines, provide timely remittance advice to the Treasurer for record keeping purposes, and to maintain the Club’s Membership and Club Sponsorship rosters.
3. To select and manage the Nominating Committee for that year’s expiring elected offices.
Section G – The duties, responsibilities and authority of the Social Media/Marketing Manager shall be:
1. To suggest and organize activities which increase the visibility of the Club to the public.
2. To publicize club events by working with Chairpersons (e.g., of the Koi Show).
3. To administrate all Club social media platforms with assistance from the Executive Committee members who shall be co-administrators by default, as well as any other designated co-administrators as needed.
Section H – The duties, responsibilities, and authority of the Executive Committee shall be:
1. To conduct the business of the Club.
2. To approve or deny all contracts, agreements, or commitments of the Club.
3. To approve or deny the annual budget prepared by the Treasurer.
4. To approve or deny any expenditure up to 10% over-budget or unbudgeted not otherwise approved by Committee Chairpersons. Any expenditure in excess of 10% of budget will r equire a majority vote of Members present at a Club meeting, provided a quorum is established.
5. To review and approve or deny all financial statements from the Treasurer. Further, to review periodic reports from the Treasurer on the Club’s financial performance, the annual budget, and actual-to-budget comparison reports.
6. To create and maintain a master Annual Club Calendar of club events including key deadlines for major events (Auction, Koi Show, Pond Tour, etc.)
7. To review the progress of major events against the Annual Club Calendar and to offer support or intervention if needed or if deadlines are missed
Section I – The duties, responsibilities, and authority of the Webmaster shall be:
1. To create, update, and maintain the Club website, per directives of the Executive Committee.
Section J – The duties, responsibilities, and authority of the Newsletter Editor shall be:
1. To prepare and publish the Club’s monthly newsletter, per directives of the Executive Committee.
Section K – The duties, responsibilities, and authority of the Volunteer Committee Chairperson shall be:
1. To assist the Chairpersons (e.g., of the Koi Show) with staffing needs of Club activities and events.
2. To provide regular updates to the Executive Committee on the current status of volunteers and volunteer needs
Section L – The duties, responsibilities, and authority of the Rescue Committee Chairperson shall be:
1. To receive rescue requests and respond accordingly.
Section M – The duties, responsibilities, and authority of the Pond Tour Committee Chairperson shall be:
1. To organize, plan and execute the pond tour.
2. To recruit and staff a Pond Tour Committee
3. To provide regular updates on the current progress of the planning for the Pond Tour to the Executive Committee
Section N – The duties, responsibilities, and authority of the Auction Committee Chairperson shall be:
1. To organize, plan and execute the auction within the Club’s auction rules.
2. To provide regular updates on the current progress of the planning for the Auction to the Executive Committee
Section O – The duties, responsibilities, and authority of the Koi Show Committee Chairperson shall be:
1. To organize, plan and execute the koi show.
2. By February 1st each year, provide a preliminary plan including proposed dates, venue options and vendor/sponsor acquisition strategy to the Executive Committee for approval.
3. To provide monthly updates on the current progress of the planning for the Koi Show to the Executive Committee.
Section O – The duties, responsibilities, and authority of the Koi Show Committee Chairperson shall be:
1. To organize, plan and execute the koi show.
2. By February 1st each year, provide a preliminary plan including proposed dates, venue options and vendor/sponsor acquisition strategy to the Executive Committee for approval.
3. To provide monthly updates on the current progress of the planning for the Koi Show to the Executive Committee.
Section P - The Executive Committee can engage the help of experts in an advisory role to provide expertise and guidance on matters related to the Club’s mission, programs and operations. Advisors may be invited to attend meetings, offer recommendations, and share insights within their area of expertise. However, advisors shall not have voting rights and will not be considered members of the Executive Committee. Their role is strictly consultative, intended to support informed decision-making by the Executive Committee.
Section Q – All Elected Officers and Committee Chairpersons shall create and/or maintain a Standard Operating Procedures (SOP) document or manual outlining the duties of their role to be passed on to their successor.
Article XII – Committees & Functions
Section A – There shall be appointed committees as allowed for within the aforementioned Bylaws and the President may appoint additional committees as needed.
Section B – All appointments are subject to acceptance of the appointment by those appointed. Term of committees shall be the Club’s fiscal year, unless otherwise determined by the President or the Bylaws. The President may appoint any needed replacement for any resignation from an appointed position.
Section C – All committee chairpersons shall record and report the proceedings and actions of their respective committees to the Executive Committee as requested. The Secretary shall archive all such records.
Section D – After receiving the proposed budget from the Treasurer by the end of February, all committee chairpersons shall prepare and submit to the Treasurer any requested revisions by March 31st for inclusion in the Club’s final annual budget recommendation. After the Executive Committee’s approval, expenditures which are within 10% of the approved budget, may be authorized by the responsible Chairperson with notice to the Executive Committee, but without requiring the approval of the Executive Committee. Any expenditure deemed needed by the responsible Chairperson for the purpose of attaining the overall success of the planned event or function which is in excess of 10% of budget will require a majority vote of the Executive Committee.
Article XIII - Conflict of Interest
Section A – Club Sponsors, or spouses/partners of Club Sponsors, or Members whose primary occupation is in the koi/pond industry, may only serve in an advisory capacity. Meaning, they may not serve as either elected or appointed Officers or in any other position of authority. Any potential conflicts of interests and their outcomes will be determined by the Executive Committee. By special request to the President by five Members in good standing, the Membership can call for a vote to override the decision of a conflict of interest as determined by the Executive Committee. The vote shall be held at the next regular meeting that has a quorum present.
Section B – All elected officers and chairpersons shall provide the Club with an annual disclosure by January 1st each year if a potential conflict of interest exists and/or an updated disclosure if a potential conflict developed during the year.
Section C – Any elected officer or chairperson with a potential conflict of interest shall be ineligible to participate in discussions or voting where said conflict exists.
Article XIV– Approval & Amendments to the Bylaws
These Bylaws may be approved or amended by a vote of two-thirds (2/3) of Members present at any regular or special meeting of the Membership provided a quorum is present and further provided that proper notice of said meeting is given as specified in these Bylaws. The full text of the Bylaws, or amendments thereto, which are proposed must be made available to each Member at least 10 days prior to the meeting at which such Bylaws or amendments thereto are to be voted upon. The use of an electronic and/or paper distribution shall be deemed proper notice.
Article XV – Property Rights of Members
Section A – The property of this Club is irrevocable and dedicated to the objectives and purposes of the Club as outlined in Article I, Section B of these Bylaws.
Section B – No individual Member shall have any individual rights to Club property or assets.
Section C – In the event of the dissolution of the Club, its properties and moneys shall not revert to the possession of the Membership, but shall be given to another Koi-related, non-profit society or educational organization which is to be chosen by the Membership of the Club, and whose aims and purposes are similar to those of the Club. No part of any net earnings or assets of the club shall inure to the benefit of any Member or individual.
Article XVI – Property of the Club
Section A – The club may from time to time purchase items that will be used to further the purposes of the Club. Such items shall be designated as the property of the Club. The Property Manager and Treasurer shall inventory such property. The Property Manager shall be solely responsible for the maintenance of the Club’s property, supplies, and equipment.
Section B – Except for Club funds, the Executive Committee may authorize the loan or rental of any of its property provided the other party is deemed responsible and supportive of the Club’s purposes, and supported by a legal, binding contract. The individual or organization must agree to use the property for non-commercial purposes and return it when requested in good, disease-free condition. Any such property loaned or rented will be reported to the Executive Committee by the Property Manager in a timely manner and upon its return.
Section C – To preserve its non-profit, tax-exempt status, Club property is to be used exclusively for non-commercial purposes that further the purposes of the Club.
Section D – Except as may be approved by the Executive Committee, and as supported by a legal, binding contract, no Officer, Member of the Club or Sponsor may sell, loan out, or give away any Club-owned property. See Section E for exception.
Section E – In an emergency, the President, Vice President, or Property Manager may loan the property of the Club (e.g., a show tank) to a Member without the advance approval of the Executive Committee or Membership. Such a loan shall be reported to the Executive Committee at its next regular meeting, and be included in the Property Manager’s periodic reports. Furthermore, the Property Manager will be responsible for obtaining return from the Member the loaned property or equipment within a reasonable period of time and that it be determined to be in good, usable condition and disease free.
Article XVII – Parliamentary Authority
Robert’s Rules of Order (revised) shall govern all proceedings of the Club providing they are not in conflict with these Bylaws or law.
Approved by the Membership on January 18,2026