SOUTHEAST COUNCIL ON PHILANTHROPY
BYLAWS
ARTICLE I – THE COUNCIL
1. ORGANIZATIONAL TITLE
The organizational title of the group shall be the Southeast Council on Philanthropy, also
known and hereinafter referred to as SECOP.
2. MISSION STATEMENT
The mission of SECOP is to advance philanthropy through education, training and
networking.
3. MEMBERSHIP
The membership of SECOP shall consist of (i) Member Organizations, nonprofit entities that
have paid Annual Dues in accordance with Article III of these Bylaws, and (ii) Member
Individuals, individuals who are not affiliated with or employed by a Member Organization
and have paid Annual Dues in accordance with Article III of these Bylaws. Each Member
Organization may send one or more representative(s) to the meetings. Member
Organizations and Member Individuals are hereinafter collectively referred to as Members.
4. REGULAR MEETINGS
The regular meetings of SECOP shall be held a minimum of four times each year at such
time as may be set by the membership. The last meeting of the year will serve as the Annual
Meeting of SECOP. Notice of the time, place and purpose of all meetings will be sent to the
Members not less than ten days or more than forty days before each meeting.
5. SPECIAL MEETINGS
The President may call a special meeting of SECOP upon written request of the majority of
the Members or of the Executive Committee, for any purpose at any time. The purpose of
such meeting shall be stated in the written request. Notice of the time, place and purpose of
all such meetings will be sent to the Members not less than seven or more than fourteen days
before the meeting.
6. VOTING PROCEDURES
Each Member Organization present shall be entitled to one vote, regardless of the number of
representatives present at the meeting. Voting by proxy shall not be allowed. Elections shall
be by ballot in contested elections; a plurality of votes cast shall elect. All other matters shall
be determined by a majority vote of the Members present in person and voting.
ARTICLE II – OFFICERS
1. EXECUTIVE COMMITTEE
The Executive Committee of SECOP shall be comprised of the following officers: President,
Vice President, Secretary, Treasurer, Program Chair, Membership Chair, Outreach Chair, at
least one Member At Large, and all Past Chairs of SECOP.
2. DUTIES OF OFFICERS
President: The President shall preside at all meetings of SECOP and will ensure open lines
of communication between the members and the Executive Committee. The President will
be responsible for preparing an agenda for each meeting. The duties of the President will
include working with the Executive Committee to insure the business of SECOP is carried
out according to the Bylaws and the needs of its Members.
Vice President: In the temporary absence or disability of the President, the Vice President
will preside at meetings and assume other duties as appropriate. The Vice President will also
be President-Elect and, as such, will work closely with the President and perform other duties
as necessary.
Secretary: The Secretary shall be responsible for seeing that notices of all meetings of
SECOP are issued and shall see that all minutes of such meetings are kept. The Secretary
shall be responsible for the custody of any organizational records and files.
Treasurer: The Treasurer’s duties will include the monitoring, receipt, custody of all
monies of SECOP and the monitoring of disbursements as authorized. Notwithstanding any
other provision of these Bylaws, the Treasurer will be appointed by the Board and will serve
without an assigned term limit..
Program Chair: The Program Chair shall appoint two other Members to serve on a
Program Committee to provide timely and appropriate programs including making all
arrangements for location and meals. The Program Chair will also be responsible for any
additional seminars or meetings recommended by the Executive Committee or the
membership.
Membership Chair: The Membership Chair will be responsible for the recruitment and
retention of members. Recruitment materials will be developed and distributed to
prospective members. The Membership Chair will provide orientation for new members and
will be available for membership related questions or concerns from all members.
Outreach Chair: The Outreach Chair shall appoint two other Members to serve on an
Outreach Committee, which will be responsible for oversight of outreach programs for the
purpose of promoting SECOP to potential members, professional advisors and communities
in the Southeast Missouri region.
Past President: The individual who served as President immediately preceding the current
Chair shall serve as an advisory member of the Executive Committee to provide continuity to
the operation of SECOP. The Past President will serve as the chair of the Nominating
Committee.
3. NOMINATING COMMITTEE
a) The Nominating Committee shall be formed at the third regular meeting of the year and
will create a slate of officers that will be presented to the membership 30 days prior to the
Annual Meeting. Additional nominations will also be accepted from the floor. The
nominees thus determined will be elected by all Members present at the Annual Meeting.
b) Membership shall consist of the immediate Past President who shall select one Member
to serve on the Nominating Committee along with the current President and Vice President.
None of the individuals serving on the Nominating Committee shall be from the same
Member Organization.
4. ELECTION; TERM; VACANCIES
The officers shall be elected by the Members of SECOP for a maximum term of two years
and, with the exception of Treasurer, shall serve no more than two years in any one of these
offices. Terms of office shall begin at the close of the Annual Meeting. A vacancy among
officers, other than President, shall be filled by the Executive Committee until the next
Annual Meeting of SECOP. In the event of a vacancy in the office of President, the Vice
President shall succeed to the office of President.
ARTICLE III – FISCAL RESPONSIBILITIES
1. FISCAL YEAR
SECOP’s fiscal year shall coincide with the calendar year.
2. ANNUAL DUES
Annual dues will be set by the Executive Committee and approved by the membership at the
Annual Meeting. Annual dues will be assessed to each Member at the beginning of the
calendar year. In the case of Member Organizations, privileges of membership (other than
voting as stated in Article I of these Bylaws) shall extend to any and all representatives of the
Member Organization. Purpose of dues will be to fund SECOP’s administrative needs and
provide resources for educational opportunities for SECOP and its members.
3. MEETING FEES; MEAL EXPENSES
Annual dues are not intended for payment of meals. Members and guests are responsible for
meal expenses and guests may be assessed an additional meeting fee. A meal cost and
meeting fee will be determined annually by the Executive Committee and approved by the
membership in conjunction with the consideration of dues. If the meal is furnished to
SECOP at no charge, money collected will be put into the general funds of SECOP.
4. MANAGEMENT OF ORGANIZATIONAL FUNDS
All funds shall be held in a separate account as arranged by the Treasurer under the name of
Southeast Council on Philanthropy. The Treasurer will submit a report of the treasury at
each meeting. The Executive Committee will present a recommended budget to the
membership at the Annual Meeting to be approved by the membership.
ARTICLE IV - AMENDMENTS
These Bylaws may be amended by a majority of Members present and voting at any meeting
of SECOP, provided that the proposed amendment shall have been included in the notice of
the meeting.
Approved by SECOP on ____________________, 2008.
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President
Secretary