UNITED BLIND OF SEATTLE BYLAWS

united blind of seattle BYLAWS

November 20, 2021

BYLAW 1: UNITED BLIND OF SEATTLE (UBS) OFFICERS’ DUTIES

President. In addition to any other provisions specifically set forth in the UBS Constitution, the President’s duties fall into three categories: preside over meetings; perform administrative duties; represent the chapter.
Preside over meetings. The President is the presiding officer at every UBS regular business meeting. In that role, the President should follow the provisions of Robert’s Rules of Order Newly Revised (2020, 47:7 and 47:8), which include:
Open the meeting at the appointed time by taking the chair and calling the meeting to order, having ascertained that a quorum is present.
Announce in proper sequence the business that comes before the assembly or becomes in order in accordance with the prescribed order of business, agenda, or program, and with existing orders of the day.
Recognize members who are entitled to the floor.
State and to put to vote all questions that legitimately come before the assembly as motions (except questions that relate to the presiding officer himself), and to announce the result of each vote; or, if a motion that is not in order as is made, to rule that it is not in order.
Enforce the rules relating to debate and those relating to order and decorum within the assembly.
Expedite business in every way compatible with the rights of members.
Respond to inquiries of members relating to parliamentary procedures or factual information bearing on the business of the assembly.
Authenticate by his or her signature, when necessary, all acts, orders, and proceedings of the assembly.
Declare the meeting adjourned when the assembly so votes or – where applicable – at the time prescribed in the program.
Have on hand, or be able to access information from, the Constitution of this organization; a list of all standing committees and their members; and a written agenda of items for consideration at the meeting.
Perform administrative duties. The President’s administrative duties include but are not limited to the following:
Coordinate with the UBS Executive Board to identify and implement the goals of the organization.
Collaborate with the Vice President in the execution of Presidential duties, as appropriate. Delegate tasks to the Vice President as a part of succession planning.
Oversee the conduct of routine operations and activities of the organization.
Coordinate with UBS officers and committee chairs as needed to prepare a written agenda of items for consideration at each UBS meeting and distribute the agenda digitally to UBS members in advance of each UBS meeting.
Serve as an ex-officio member of all committees, with the exception of the nominating committee.
Ensure that the organization remains in good standing with regards to state and federal nonprofit status.
Represent the organization in financial matters, including but not limited to the following.

Ensure that the annual financial report is submitted to the Directors for the audit process.
Oversee the preparation and submittal of documents to state and federal agencies, including but not limited to those necessary to establish and maintain Section 501(c)3 certification by the Internal Revenue Service.
Sign legal or financial documents.

Represent the chapter. Duties of the President in representing UBS include but are not limited to the following:
Represent and speak for the organization in general.
Serve as the UBS representative at state and national levels. Participate in and represent UBS at the Washington Council of the Blind (WCB) annual meetings and other WCB meetings as appropriate. The President may designate another member to represent UBS when the President is not available. Maintain chapter relations with WCB and the American Council of the Blind (ACB) as appropriate.
Provide leadership as required, including to encourage a nurturing learning environment, to actively connect with UBS members and officers, and to resolve conflicts as they arise.
Vice President. In addition to any provisions specifically set forth in the UBS Constitution, the duties of the Vice President include the following:
The Vice President should collaborate in execution of any of the President’s duties, at the request of the President.
The Vice President should become familiar with Robert’s Rules of Order, Newly Revised, to be prepared to preside over business meetings in the temporary absence of the President;
Treasurer. The Treasurer is the officer entrusted with the custody of UBS funds. In addition to any provisions specifically set forth in the UBS Constitution, the Treasurer’s duties include the following:
The Treasurer is required to make a full financial report annually. Such an annual report should always be audited. (Robert’s Rules of Order, Newly Revised, 48:21).

a. Form and content of the financial report. Robert’s Rules of Order, Newly Revised (2020 48:23) provides a 1-page model report in a form suitable for a small organization such as UBS It includes the following components.

- Balance on hand as of January 1
- Total receipts for the year, with a brief listing of income by category
- Total disbursements for the year, with a brief listing of expenses by category
- Balance on hand as of December 31
- Statement of submittal by the Treasurer
- Statement by auditor(s) that the report was audited and found to be correct.

b. Action on the financial report. No action of acceptance by the assembly is required — or proper — on a financial report of the treasurer unless it is of sufficient importance, as an annual report, to be referred to auditors. In the latter case it is the auditors’ report which the assembly accepts. The treasurer’s financial report should therefore be prepared long enough in advance for the audit to be completed before the report is made at a meeting of the society (Robert’s Rules of Order, Newly Revised, 2020, 48:24).

c. Timeline regarding financial reporting, audit, and tax filing:

- The Treasurer is responsible for the completion of a comprehensive financial report annually to be forwarded to the Directors by February 15.
- The Directors shall audit or have audited the annual financial report to be submitted to the Executive Board for approval prior to the April meeting of the UBS membership.
- The audited annual financial report shall be submitted to UBS membership for approval at the April meeting.
- The Treasurer or designee shall file the appropriate documentation necessary to maintain Section 501(c)3 status by May 15 of each year. This date reflects the requirement of the Internal Revenue Service and will change if UBS adopts a non-calendar fiscal year. According to I.R.S. instructions, such documentation must be filed by the 15^th day of the fifth month after the close of the fiscal year.

Secretary. The secretary is the recording officer of the chapter and the custodian of its records, except those assigned to others, such as the treasurer’s books. In addition to any provisions specifically set forth in the UBS Constitution, the Secretary’s duties include the following (Robert’s Rules of Order, Newly Revised):
In the absence of the President and Vice President, call the membership meeting to order and preside until the immediate election of a chairperson pro tem.
In the absence of the Secretary, a Secretary pro tem must be selected.

BYLAW 2: UBS STANDING COMMITTEES

UBS standing committees may include but are not limited to the following:

Membership: Members of this committee work to promote recruitment of new membership to the chapter. This committee collaborates with the Secretary to ensure that the UBS membership list is submitted to WCB and ACB in February.
Technology: Members of this committee promote awareness of technology resources to UBS members and provide peer support to use those resources. This committee ensures that the UBS website is current and functional and also consults with the Executive Board on Information Technology matters such as email list and password management, etc.
Outreach: Members of this committee work to promote chapter activities and community presence.