ARTICLE I NAME

1. The name of the organization shall be PORTSMOUTH TAXPAYER ALLIANCE (hereinafter sometimes referred to as the PTxA or organization).

2. The organization shall have a seal/logo which shall be in the following form:

Blue background with red and white stripes and white stars

ARTICLE II OBJECTIVE

Section 1. The PTxA shall be a non-profit/non-partisan organization formed exclusively for, but not limited to, the following purposes:

VISION

Provide voters with the knowledge they need to improve their standard of living by reducing the growth rate of government spending so families can keep more of what they earn.

MISSION

Become the most objective local source of knowledge on the City’s taxing and spending decisions and their impact on the financial health of families and businesses.

Section 2. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from Federal Income Tax under Section 501 (c) (3) of the Internal Revenue Code of 1986 (or the corresponding provision of any future United States Internal Revenue Law) or (b) by a corporation contributions to which are deductible under Section 170 (c) (2) of the Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue Law).

ARTICLE III. MEMBERSHIP

Section 1. Membership in this organization shall be open to all Citizens residing or owning property and/or businesses in Portsmouth, Virginia.

Section 2. To maintain good standing, each member must have paid dues for the current year and maintain the integrity of the organization.

Section 3. Dues for members of this organization shall be set by the Executive Committee, payable no later than July 1^st of each year, subject to approval by the general membership.

ARTICLE IV. MEETINGS

Section 1. Regular monthly meetings of the PTxA shall be held on the second Saturday of each month.

Section 2. Special meetings may be called, if the need arises, at the discretion of the Executive Committee. The Secretary shall notify all members in good standing of such special meetings by phone or U. S. mail or email at least three days before the meeting date.

Section 3. An Annual Meeting of the General Membership shall be held on the second Saturday of July each and every year except if such day is a legal holiday, then and in that event, the Executive Committee shall fix the day but it shall not be more than two weeks from the date fixed by these By-Laws.

ARTICLE IV. FISCAL YEAR

The fiscal year of the PTxA shall run from July 1st through June 30^th.

ARTICLE V. OFFICERS

Section 1: Officers of this Corporation (members of the Executive Committee) shall be as follows:

President

Vice President

Secretary

Treasurer

Communications Director

Five (5) Members At Large

Section 2. The President shall appoint a nominating committee composed of not fewer than three members at least three months in advance of the election of officers for the coming year. No member shall be nominated for candidacy without the prior express agreement by such member. The election of officers shall take place [by ballot] at the May meeting. There shall be no allowance for write-in voting or absentee voting. Each member shall be entitled to one (1) vote. A simple majority of votes of the members in good standing and in attendance will elect the officers.

A. All duly qualified members, in good standing, may be nominated for any office.

B. An officer may be elected to the same office for more than one (1) term.

Section 3.

A. An elected officer may be removed from office by the Body at the discretion of the organization, by a majority of those present and voting, provided a quorum is present.

Section 4. Each officer shall serve a term beginning July 1st and ending June 30th to coincide with the fiscal year.

ARTICLE VI. DUTIES OF OFFICERS

Following are the basic duties expected of each officer.

Section 1. The President’s role is to lead and provide guidance to the Executive Committee and Members. Responsibilities include:

1. Preside at all meetings of the organization and call special meetings if deemed necessary.
2. Be Chairman of the Executive Committee by virtue of his office.
3. Appoint a parliamentarian, new committees and the chairperson of each committee (temporary or permanent) as needed.
4. Be an ex-officio member of all committees except the Nominating Committee.
5. Work with the Treasurer and monitor all organizational financial activities.
6. Represent, or appoint a designee to represent, the organization in formal activities, and therefore also behave in the best interests of the organization.
7. Present an annual report of the work of the organization at each annual meeting.
8. See all books, reports and certificates required by law are properly kept or filed.
9. Cast the deciding vote in organizational meetings when other executive committee members cannot reach a consensus.
10. Promote the organization and its activities.

Section 2. The Vice President’s role is to actively participate in leading the organization and providing support for the President. Responsibilities include:

1. Attend to the duties of the President in his/her absence, or in case the President’s office may become vacant for any cause.
2. Report to the President and provide support as needed.
3. Work closely with the President to develop and implement strategic plans for the organization.
4. Provide guidance to all Executive Committee members; work closely with all Chairpersons.
5. Attend to other duties as the President may require.
6. Provide minutes to the Board in the absence of the Secretary.
7. Promote the organization and its activities.
8. Obtain speakers for monthly meetings, maintaining a list of all speakers/presenters.
9. Provide “Presenter Guidelines” (target audience, technical level of audience, expected content of presentation, etc.) to all speakers.
10. Provide a copy of final presentations to the Technology Chairperson in order to place that presentation on our website when appropriate.

Section 3. The Secretary’s role is to manage all meetings and provide oversight. Responsibilities include:

1. Schedule and coordinate all Executive Committee meetings.
2. Provide an agenda in advance for each Executive Committee meeting.
3. Record the minutes of both Monthly and Executive Committee meetings and insure highlights are published on the web site (portsmouthvatax.org).
4. Take care of all necessary correspondence.
5. The Secretary shall be responsible for obtaining a replacement if absent from meetings.
6. All records of the Secretary shall be and remains the property of the Executive Committee and shall be maintained accordingly.
7. Maintain records of the Executive Committee and ensure effective management of the organization’s records.
8. Record, store, and distribute meeting minutes shortly after each meeting.
9. Coordinate changes to by-laws with Executive Committee Members.
10. Create a ballot with brief biographical sketches of each candidate for the annual election of officers. Mail printed copies to those members without online access. Ballots must be returned to the Secretary with a signature to validate the election in this case.

Section 4: The Treasurer’s role is to manage all organizational finances. Responsibilities include:

1. Have the care and custody of all monies belonging to the organization and shall be solely responsible for such monies.
2. Be one of the officers who shall sign checks or drafts of the organization.
3. Comply with general accounting and auditing procedures.
4. Receive all dues and monies for the organization.
5. Maintain an accurate account of financial transactions including expenditures, deposits, invoices, treasury receipts and all other financial items; approve all treasury expenses and pay all bills in a timely manner.
6. Provide a financial update at each executive committee meeting and provide any other financial information as requested to the executive committee.
7. Perform reconciliation of bank statements on a monthly basis.
8. Serve as financial advisor to all committees.
9. Prepare record of work activities to aid incoming treasurer.

Communications Director – The purpose of this role is to manage Organization communications. Responsibilities include:

1. Manage communications by ensuring all organizational activities are properly communicated to the appropriate parties in a timely manner and all incoming communications are responded to in a timely manner
2. Ensure all mailing lists are properly maintained and all members in good standing are notified of future meetings and events
3. Plan, create and distribute a monthly newsletter via the website for all members
4. Create flyers for upcoming events, and provide content for all communications to members
5. Manage all press releases; represent the organization to the press

ARTICLE VII. COMMITTEES

Section 1. All committee chairpersons shall be appointed by the President, except when stated differently in the duties of specific officers. Term of office shall be for one year or less. With approval of the Executive Committee, the President may also cause all committees to be formed or dissolved.

Section 2: Where appropriate, each committee chairperson shall submit to the Treasurer a proposed budget of the committee’s activities for the coming year.

Section 3: The permanent committees and duties shall be as follows:

Membership Chairperson – The purpose of this role is to manage and increase member involvement. Responsibilities include:

1. Create a Membership Committee consisting of not fewer than three (3) members who shall be charged with the duty of bringing the advantages of membership to the attention of Portsmouth citizens.
2. Maintain an accurate membership list electronically for organization communications.
3. Respond to membership inquiries
4. Create Membership/Recruiting Package and provide to prospective members
5. Facilitate quality, timely member communications (paper, email & web)
6. Be the voice of members to the executive committee and the voice of the executive committee to members
7. Maintain the records for volunteer activities of each individual.
8. Plan, organize and coordinate drives for increasing membership.
9. Follows-up on new member payment to the treasurer.

Technology Chairperson – The purpose of this role is to properly plan and manage the organization website and other technology needs. Responsibilities include:

1. Create a Technology Committee consisting of not less than three (3) members and recruit qualified applicants as needed
2. Provide support for the executive committee as required
3. Maintain the website, and ensure the information displayed is accurate, complete and up to date
4. Post information from Executive Committee members and Chairpersons regarding upcoming opportunities for members in a timely fashion

Events Chairperson – The purpose of this role is to plan, coordinate and manage organization events to include fundraisers. Responsibilities include:

1. Create an events committee consisting of not less than three (3) members and recruit qualified applicants as needed.
2. Provide support for the board as required
3. Responsible for planning and coordinating all chapter events for members. Provide event management and coordination of the onsite activities before, during and after these events
4. Work with event location staff to reserve space, post signage, plan food and drinks etc.
5. Ensure attendee lists are properly maintained and given to the Membership
   Chair upon completion of each event

Resource Chairperson – The purpose of this role is to analyze information vital to educating members. Responsibilities include:

1. Create a resource committee consisting of not less than three (3) members to audit city finances
2. Provide support for the executive committee as required.
3. Develop a relationship with city officials to ensure the smooth transition of information
4. Oversee presentation of all information to the members.

ARTICLE VIII. EXECUTIVE COMMITTEE

Section 1. The Executive Committee will consist of the officers listed above in Article V, with the President serving as chairperson. A quorum will consist of at least half of the voting officers referenced in Article V.

Section 2. The Executive Committee shall meet as necessary on call of the President or three (3) other members of the Executive Committee.

Section 3. In the event a vacancy – other than the President - occurs on the Executive Committee, such vacancy shall be filled for the remainder of the term by a person approved by a majority vote of a quorum of the Body.

Section 4. Purposes and/or objectives are:

A. Provide overall direction for the organization, determine and support the organization’s mission and purpose.

B. Review activities of committees and provide guidance.

C. Coordinate all presentations to Portsmouth City Officials.

D. Approve the budget and supplemental financial requests.

E. Authorized to approve expenditures up to $300 without prior approval of the Body.

E. Promote membership in the organization and increase member involvement.

F. Enhance the organization’s public image.

G. Assess its own performance.

ARTICLE IX. PARLIAMENTARY AUTHORITY

The rules contained in Robert’s Rules of Order Revised shall govern the organization in all cases in which they are applicable and when not inconsistent with the Bylaws of the organization.

ARTICLE X. VOTING

Section 1. A quorum shall consist of 20% of the members in good standing.

ARTICLE XI. AMENDMENTS

Section 1. These Bylaws may be amended by two-thirds (2/3) of the voting members in good standing present.

Section 2. Notice of all proposed amendments to the Bylaws must be presented in writing at a regular meeting and a copy mailed (by U.S. mail and/or email) not less than 10 days prior to the next regular meeting to the members not present. Proposed amendments will be voted on at the next regular meeting.

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