(Nominations/elections - June/July, 2026)
Election posting
Nominations will be taken for each of the following positions on June 13th (at the Membership Meeting):
Term - 2 years
President
A. Shall be responsible for the strict enforcement of the Club’s Charter, Constitution, and Bylaws.
B. Shall be responsible to the Board of Directors and to the membership for conducting orderly meetings and carrying out the responsibilities and duties specified herein.
C. Shall preside at all meetings and ensure each meeting begins promptly.
D. Shall conduct all meetings according to parliamentary procedures specified in Roberts’ Rules, including the appointment of Members to assist him or her in the removal from any meeting of any person who is either disruptive or unwilling to abide by the chair’s decisions, and to have the deciding vote in case of a tie
E. Shall appoint all committees and designate the chairmen thereof, subject to approval of the Board.
F. Shall ascertain that all committees perform their assigned duties and remove any committee which fails therein, with the advice and consent of the Board of Directors.
G. Shall consult with the Club Manager in all matters primarily concerned with Club business.
H. Shall perform whatever other duties assigned to him or her by the Board of Directors, provided such duties are not in conflict with the provisions of the Club’s Charter, Constitution and Bylaws.
I. Shall on retirement from office or removal for cause, immediately deliver up to his or her successor any and all Club books, papers, and other Club property in his or her possession.
J. Shall leave instruction to his or her heirs (and/or administrators of his or her Will) that all Club books, papers and other Club property in his/her possession shall immediately be delivered up to the Vice President of the Club.
K. Past President will have the option to serve with the incoming Board of Directors for a period of one year with membership voting rights, but no Board voting rights.
Vice President
A. Shall, in the absence of the President, assume all of the powers and duties of the President, and such other duties assigned to him/her by the President.
B. Shall on retirement from office or removal for cause, immediately deliver up to his or her successor any and all Club books, papers, and other Club property in his or her possession.
C. Shall leave instruction to his/her heirs (and/or administrators of his/her Will) that all Club books, papers, and other Club property in his/her possession shall immediately be delivered up to the President of the Club.
D. Shall keep the minutes at Board of Directors’ meetings and distribute minutes to the Board of Directors within one week following the meeting.
Treasurer
A. Shall have charge and custody of all Club funds and shall pay all bills and taxes when due.
B. Shall maintain a correct and systematic record, with accurate dates, of the amounts and individual sources of all receipts, and the amounts and purposes of all disbursements or gifts made in the Club’s name.
C. Shall receive and maintain all funds of all committees of the Club.
D. Shall issue receipts for all monies received and keep copies of receipts for records.
E. Shall obtain and keep receipts from all vendors to whom monies are given.
F. Shall, at such times as the Directors request, present for examination all account books, bank books, certificates of deposit, receipts and other papers or vouchers, which may be necessary for a proper auditing.
G. Shall notify the Board of Directors of the balance of all accounts each month.
H. Shall see that the Club Manager makes a minimum of one weekly cash deposit.
I. Shall present a current financial report at each Board and regular Membership meeting, and shall at each regular Membership meeting, to the best of his/her ability, respond accurately to questions from the Members.
J. Shall, in the absence of both the President and Vice President at a meeting, act as Chairman pro tempore.
K. Shall, on retirement from office or removal for cause, immediately deliver up to his/ her successor, any and all Club books, papers, and other Club property in his/her possession.
L. Shall ensure no disbursement of funds, in payment of an invoice, is made in excess of $3,000.00, except on an order countersigned by any one of the following Officers: 1. President 2. Vice President
M. Shall assign credit card use with approval by the Board of Directors.
N. Shall leave instruction to his/her heirs (and/or administrators of his/her Will) that all Club books, papers and other Club property in his/her possession shall immediately be delivered up to the President of the Club.
O. Shall seek approval of the Board of Directors for any single donation greater than $250, or a total of $1,000 annually.
P. Shall provide all necessary supporting documentation to the Certified Public Accountant and ensure annual tax returns are filed promptly.
Q. Shall be responsible for obtaining and renewing insurance policies to adequately provide coverage to the Club, its employees, Members and Guests.
Recording Secretary
A. Shall keep accurate minutes of all regular and special membership meetings.
B. Shall make the minutes of previous meetings available to any Member at reasonable time and place.
C. Shall officially notify Officers, Directors and Committee members of their election or appointment.
D. Shall maintain, and have present at every meeting, an accurate copy of the Constitution, Bylaws, and any special or ad-hoc rules, together with any amendments or proposed amendments.
E. Shall file written complaints, at the direction of the Board of Directors, against any Officer, Director or Member, for breach of the Bylaws or for other grievous cause.
F. Shall, in the absence of the President, Vice President and Treasurer at a meeting, act as Chairman pro tempore.
G. Shall on retirement from office or removal for cause, immediately deliver up to his/her successor all Club books, papers, and other Club property in his/her possession.
H. Shall leave instruction to his/her heirs (and/or administrators of his/her Will) that all Club books, papers, and other Club property in his/her possession shall immediately be delivered up to the President of the Club.
Membership Secretary
A. Shall maintain the official membership roll of the Club, and shall supervise the attendance registration of Members at each regular meeting and provide such roll to the Election Committee, as needed
B. Shall receive all membership dues and pay the same to the Treasurer, at the earliest practical time, giving receipts to Members for the same and receiving receipts from the Treasurer.
C. Shall provide a list of all applicants for initiation or reinstatement, giving the name, town of residence and Club Member sponsor of the candidate at each Membership meeting.
D. Shall preside at Membership Committee
meetings and oversee the interview process of candidates for membership.
E. Shall, on retirement from office or removal for cause, immediately deliver up to his/her successor any and all Club books, papers and other Club property in his/her possession.
F. Shall leave instruction to his/her heirs (and/or administrators of his/her Will) that all Club books, papers, and other Club property in his/her possession shall immediately be delivered up to the President of the Club.
Sergeant at Arms
A. Shall remove from any meeting any person who is either disruptive or unwilling to abide by the Chair’s decisions.
B. Shall perform any other duties assigned by the Board of Directors.
Nomination Procedures and Requirements for Nomination
A. ELIGIBILITY - In order to be eligible for nomination, one must have been a Member in good standing for eighteen (18) months from the date of his induction before the Body of regular membership, and be recorded in the attendance book as attending at least five (5) regular monthly meetings from June through May preceding the nomination. A Member shall be eligible to accept the nomination for one office only, and upon accepting the nomination for any office, shall be ineligible to accept any other nomination for the current election. NOMINATION DAY shall be at the June Membership Meeting. At that time, the Nomination Chairperson (appointed by the President or Board of Directors) shall begin the nominating process. Any Member wishing to do so, shall put into nomination his or her choice for a specific office. ACCEPTANCE OF NOMINATION shall be made by stating the words, “I accept,” when asked by the Nomination Chairman, “Does the Member accept this nomination?”
B. EXCEPTION - If the named nominee is not present during nominations, the Member making such nomination will be asked by the Chairman to state why the nominee is not present. The Chairman will then inform the Member that unless written certification of the nominee’s acceptance is received by him within seventy-two (72) hours of nomination day, the nomination is null and void. 11 Any absent Member may accept nomination for one office only, by letter as in the paragraph above.
C. OFFICERS AND LENGTH OF SERVICE - The Officers and Board of Directors shall serve terms of office of two (2) years. The Board of Directors and Officers shall be elected on alternate years.
D. TIME AND METHOD OF ELECTION - Election Day shall be from 10:00 AM to 6:00 PM on the Sunday of the regular July Club meeting. Election shall be in person by secret ballot. The Board of Directors may also allow for voting to be conducted remotely through a process established by the Membership Secretary in coordination with the Election Committee and controlled by two (2) judges to be appointed by the President. Notice of the availability and process of remote voting will be made available to the membership in advance of Election Day.
E. VOTES REQUIRED TO ELECT - Election to office shall be by plurality vote of those cast. In case of a tie vote, a run-off election will be held, to be scheduled by the Board of Directors. Write-in votes are prohibited.
F. PROCEDURE FOR SECRET BALLOT AND COUNTING - The Membership Secretary shall furnish the judges with a list of Members in good standing who are eligible to vote. For in-person voting, the Membership Secretary, or his/her designee, shall also issue to the judges a like number of pre- printed ballot papers containing the names of the candidates for the various offices, with a rectangular space opposite each name for the voter to indicate his/her preference by means of an “X”. Unopposed candidates shall also be included. When the ballot slips are received from the printer, they shall be sealed by the Recording Secretary or his/her designee, and handed to the election judges five (5) minutes before the time allotted for the election to commence.
When a Member presents himself to exercise his voting privilege, he/she shall give to the judges or teller his/her name, and present his/her membership card, or be able to identify him/herself by the Club’s membership list. Failure to comply will make a Member ineligible to vote. The judges, upon completing the aforesaid, will give to the Member a ballot and cause it to be stamped with a common stamp for all ballots issued by the judges. The Member shall mark his/her ballot in secrecy, fold it, place it in the ballot box, and immediately exit the voting area. At the close of the election, the unused ballot slips shall be handed over to the Recording Secretary, or his/her designee, for safekeeping. The judges will, at the close of election time, collect the physical ballot slips from the ballot box(es) and remote ballots, if applicable, from the Recording Secretary and tabulate the vote. When the tabulation is completed and accurately checked by each teller, the judges will write up the election results, reseal the used ballot slips, and hand both to the Recording Secretary or his/her designee. The Recording Secretary will publish the election results and retain the used and unused ballot slips for a period of one calendar year as evidence of an ethical and fair election procedure.
Roberts’ Rules of Order shall be the basis for all the judges’ rulings in connection with the overall supervision of this election.
G. RECORDS - Records of the voting results shall be posted for all candidates, successful or unsuccessful, on the bulletin board, and such records shall be kept by the Recording Secretary for the purpose of upgrading the top unsuccessful candidates whenever vacancies occur in the four (4) elected Directors. In the event of a challenged vote or recount vote, the judges of the election shall direct the Recording Secretary to open the ballots in the presence of the candidates whose election is at stake, and recount them in the presence of the Recording Secretary and the candidates.
In the event of any disputed ballot, the decision of the judges shall be final. Otherwise, the latest edition of Roberts’ Rules of Order shall be the basis of the judge’s rulings in connection with the overall supervision of the election.
SOECC Officers:
President – Susan Christiansen
Vice President – Phil McRae
Treasurer – Rodger Christiansen
Membership Secretary – Melissa Bateman
Recording Secretary – Cathy McCarthy
Sergeant of Arms – Jim Rodenbush
SOECC Board of Directors:
President, Vice President, Treasurer and four elected members from the general membership:
Presiding elected members:
Dennis Leary
Keith Kannally
Janice O’Reilly
Pamela “PJ” Reuss