PARROT HEADS OF THE TRIAD
CLUB GUIDELINES

 

ARTICLE I: NAME

This organization will be called Parrot Heads of the Triad.

 

ARTICLE II: MISSION

A.      The Parrot Heads of the Triad covers the communities of Winston-Salem, Greensboro, and High Point, North Carolina and surrounding areas.

B.     This organization has been created under the ideals of the Parrot Heads in Paradise (PHiP), the nationally sanctioned Parrot Head Club and will work to remain a member in good standing, respecting all guidelines and by-laws of PHiP (www.phip.com).  Parrot Heads of the Triad was sanctioned in 1999.

C.      The Club provides a network for like minded Parrot Heads to enjoy each other’s company, fellowship, and keep current on Jimmy Buffett’s work and the tropical lifestyle he personifies. 

D.      The Club will sponsor or participate in events that benefit charities that touch our community and/or environmental causes.

 

ARTICLE III: MEMBERSHIP

  1. Membership in the Parrot Heads of the Triad shall be open to anyone regardless of sex, creed or national origin, who meets the membership requirements, specified in Article III – section B.
  2. Memberships requirements shall be as follows:
    1. The person shall have an interest in the music of Jimmy Buffett.
    2. The person shall have an interest in community service and environmental concerns.
    3. The person shall have a commitment towards the success of achieving the goals of the Club.
    4. A member must pay dues according to a schedule set and approved by the Board of Directors prior to March 31 of each year.
  3. Because it is imperative that The Parrot Heads of the Triad maintain a positive public image and for the protection and security of the general membership, the use of illegal drugs and/or the consumption of alcohol by minors at any Club event will not be condoned by the Club. The following action(s) will be taken: 1st occurrence – verbal warning;  2nd occurrence  – suspension for 3 mo. and loss of ticket point accumulation; and 3rd occurrence– revocation of membership.
  4. All members attending any Club function will be held accountable for their actions as well as the actions of any guests they may bring to an event and will not hold the Parrot Heads of the Triad responsible in any way.  
  5. Payment of dues:
    1. The annual dues will run from March 1 to February 28 of the following year.
    2. New members enrolling after March 31 of the membership year will have their dues pro-rated based on the number of months remaining in the membership year.
    3. The Secretary of the Club will notify all members in advance of their upcoming renewal via email and/or "snail" mail.
    4. All dues are due upon notification from the Secretary.
    5. Any member who is more than 45 days past due will not be eligible for concert ticket purchase if said tickets are offered to the Club by PHiP.
    6. If a membership payment is not received within 60 days of the billing date then that membership will be considered terminated. Payment of dues will reinstate the membership as long as said member is in good standing with the club.
    7. By a majority vote, the Board of Directors can waive, reduce, or extend the deadline for payment of dues for any member due to financial hardship.
    8. Any person(s) wishing to terminate his/her membership between due dates will not be refunded any portion of his/her dues without a majority vote by the Board of Directors.
    9. The Board of Directors reserves the right to change the amount of the yearly dues in accordance with the financial status of the club.
    10. The following disclosure statement will be included on membership applications, renewal notices, any written solicitations, and broadcast solicitations, including incoming calls, in which membership is discussed:  This contribution is not deductible as a charitable contribution for federal income tax purposes.

F.  Unauthorized use of the Club’s name and/or logo is prohibited.

G.  For the purpose of these guidelines, the following terms are defined:

      1. Charity Event:  an event (designated at the Plan the Year Meeting) that is targeted to benefit a specific charity.  Participation in this event will earn a member a charity point.
      2. Charity Point:  a point earned by participating in a Charity Event.  (4) Charity Points are needed to qualify for the purchase of a PHiP concert ticket.
      3. Family Membership:  a level of membership that includes all members of a household.
      4. PHiP:  Parrot Heads in Paradise, the national Parrot Head organization.
      5. Phlocking:  a meeting
      6. Single Membership:  a level of membership that includes only one member.

 

 

 ARTICLE IV: OFFICERS AND ADMINISTRATION

  1. The Board of Directors shall be composed of members in good standing with membership dues fully paid.
  2. The Club will be managed by the Board of Directors which is comprised of the following individuals (see Article IV for description of positions): President, Vice President, Secretary, Treasurer, and one (1) Club Member at Large. The Board of Directors will meet at least every quarter and the President can convene additional meetings at his/her discretion.
  3. All members of the Board of Directors will be entitled to one (1) vote on all matters of the administration unless otherwise specified in the Club Guidelines. A majority vote is required to adopt any motion introduced at any Board meeting.
  4. Immediate family members cannot serve concurrently on the Board of Directors.  For the purpose of this section, an immediate family member is defined as spouse, parent, child, and/or sibling.
  5. The Board of Directors may appoint additional Directors as needed during the growth and evolution of the Club.
  6. Upon leaving office all Board members shall pass on all contacts, materials, notes, and records, for the present and prior years, in good condition to the succeeding Board member.
  7. Upon leaving office, all Board members shall spend a period of three (3) months to acclimate the incoming officer to the responsibilities and procedures of his/her post.

 

 ARTICLE V: OFFICERS AND DUTIES

 

President

  1. Be the Executive Officer of the Club and preside at all general business meetings, special meetings, and meeting of the Board of Directors.
  2. Have the power to call special meetings of the Club and Board of Directors.
  3. Work with the Vice President in order to insure all assigned tasks are completed in a timely manner.
  4. Shall act as Pubic Relations Officer of the Club or designate a member to act in that function.
  5. Shall act as liaison between the Club and PHiP or designate a member to act in that function.
  6. Shall act as initial Club membership recruiter with follow up recruiting done by the Vice President.
  7. Shall appoint all Committee Chairpersons and any other appointive officers with the approval of a majority vote of the Board of Directors and make other short-term appointments deemed necessary with the approval of a majority vote of the Board.
  8. Deal with and try to resolve complaints and issues within the Club.
  9. Shall represent the Parrot Heads of the Triad positively within the local community.

Vice President

  1. Shall assist the President in administering the business of the Club, shall preside in the absence of the President and shall succeed the current term if the president is unable to serve out the term.
  2. Deal with other matters and or powers that are delegated to the position by the President or the Board of Directors.
  3. Serve as liaison with other Parrot Head Clubs.
  4. Develop and update the By-Laws of the Club.
  5. Shall work as follow-up recruiter for the Club.
  6. Shall conduct all votes made by the membership during general business meetings. If not present, this responsibility is taken by the Secretary.
  7. Shall work as Liaison with Club Sponsors.
  8. Oversees and provides support and coordination for Club committees.
  9. Shall design and produce any Club special event badges.
  10. Manages set-up and provides logistical support of Phlockings and Club meetings.
  11. Shall represent the Parrot Heads of the Triad positively within the local community.

 

Secretary

 

  1. Takes and maintains minutes at all Club meetings and Board of Director meetings.
  2. Maintains and updates a list of club members and provides a copy of the list to each Board member at each Board of Directors meeting.
  3. Maintains sign-in sheet at all Club events.
  4. Maintains the Club membership list and e-mail addresses.  These are to be available to the Club membership upon request.
  5. In the absence of the Vice President, conducts all votes made by the membership during general business meetings.
  6. Responsible for notifying all Club members of annual membership renewal.
  7. Shall be responsible for compiling and organizing all Club information required by PHiP.
  8. Shall maintain total attendance points count on all members including a separate list for all charitable functions attended.
  9. Other duties assigned by the President and Board of Directors.
  10. Shall represent the Parrot Heads of the Triad positively within the local community.

Treasurer

  1. Records and keeps track of all financial functions and transactions.
  2. Collects all dues from members.
  3. Collects funds from all Club events.
  4. Balances account, issues checks for all charities and expenditures (based on proper documentation).
  5. Prepares a monthly financial status report for presentation at general business meetings and to be published in the Club’s newsletter, "The Ragtop Record".  Shall also prepare an annual report that will be available at the end of the fiscal year.
  6. Works with the PHiP ticket committee in collecting payment of ticket money in the event that PHiP offers the Club tickets to a concert event.
  7. Perform other duties assigned by the President and Board of Directors.
  8. Shall represent the Parrot Heads of the triad positively within the local community.

Member at Large

  1. Shall act as a liaison between the general membership and the Board of Directors.
  2. A Member at Large may accept a request by the Board of Directors to serve as its special agent in specific matters.
  3. In the event that the Vice President, Secretary, or Treasurer of the Board of Directors vacates their position, shall assume the duties of the vacated office until a special election can be held.
  4. Shall represent the Parrot Heads of the Triad positively within the local community.

 

ARTICLE VI: ELECTION OF BOARD OF DIRECTORS

  1. All members of the Board of Directors will serve a term of two (2) years running from March to March of the second year. Election years are as follows: 2006, 2008, 2010, etc.**
  2. An election will be held at the March Happy Hour on an election year to either re-elect current Board members or elect new Board members. Absentee voting will be allowed via the club web site and/or snail mail.
  3. Nominations for elections will be taken during the month of January of an election year.
  4. All nominees reserve the right to decline a nomination.
  5. If the need arises, i.e. a Board member resigns, an election to fill that spot can and will be held at anytime during a non -election year. Adequate time will be allowed for receiving nominations for the position to be filled.
  6. You must be a member of the club prior to Dec. 31 of the year preceding an election year to be eligible to vote. In the event an election must be held on a non-election year you must be a paid member 69 days prior to the election.
  7. A member must be 21 years old to be eligible to vote.

 

                                      **Club President and Secretary elected in 2005 will hold office

                                                   until 2008.

 

ARTICLE VII: MEETINGS
 

Annual Plan the Year Meeting

  1. An annual Plan the Year Meeting will be held on the second Saturday of January each year. 
  2. The purpose of the Plan the Year Meeting will be to set the tentative calendar of club events/meetings.

Board of Directors Meeting

  1. The Board of Directors meetings are open to all members of the Club unless otherwise specified, but only Board members shall vote at Board of Directors meetings. Minutes of the Board meetings shall be included in the Ragtop Record.
  2. The time and location of the Board of Directors meetings will be posted on the Club website.
  3. The Board of Directors can call special meetings or sections of meetings that are closed to the general membership. Minutes of such meetings shall be available to all members in good standing upon request.
  4. If the Board of Directors must conduct business between regularly scheduled meetings, the President may conduct a meeting via the telephone and/or email.
  5. Any member of the Board who cannot attend a scheduled Board of Directors meeting may vote on matters of the Club either by telephone or email.
  6. The following format will be utilized at all Board of Directors meetings to insure an orderly and systematic exchange of information:
    1. Reading of the minutes of the previous Board of Directors meeting.
    2. Treasurer’s report.
    3. Merchandise
    4. Social events / Charities
    5. Fund raising
    6. Membership
    7. Committees
    8. Miscellaneous items

Each topic will be addressed by each Board of Directors member prior to opening the topic to general discussion by any non Board member in attendance, including committee members.

General Business Meeting

  1. A brief general business meeting will usually be held during each monthly Happy Hour. The purpose of these meetings is to discuss current Club events with the membership present. Voting on Club matters may take place during one of these meetings.
  2. A special business meeting may be called by the President if the volume of material to be discussed warrants it.
  3. All votes on matters of the Club must pass by a majority of the members in good standing that are present.
  4. Any election or voting for any reason not otherwise covered by these guidelines which requires a membership vote will be advertised through the Club newsletter and/or email- a 30 day notice will be given.
  5. In the event of a tie vote at any Club meeting, the vote shall first be recounted. If a tie still results, the topic shall be re-discussed and re-voted until there is a majority decision.

 

ARTICLE VIII: COMMITTEES

  1. The President can select any necessary Committee Chairman from the membership at large subject to approval of a majority vote of the Board of Directors to serve in committee positions in which the Board has created.
  2. No appointed Chairman will have a vote in any Board of Directors matter.
  3. The tasks of the appointed Chairman, and his/her committee members, will be defined by the Board of Directors.
  4. Committee members serve at the direction of the Committee Chairman in charge of that committee.
  5. The committee Chairman’s term of office will be determined by the Board of Directors.
  6. The appointed Chairman may appoint his/her own committee members, as long as they are in good standing with the Club.
  7. The following committees have been formed by the Board of Directors:
    1. Fund Raising
    2. Public Relations
    3. Decorating
    4. Scrapbook
    5. PHiP Ticket
    6. Webmaster
    7. Ragtop Record
    8. Election

 

 

ARTICLE IX: COMMITTEE RESPONSIBILITIES

 

Fund Raising

  1. Responsible for developing and implementing ideas for fund raising events for the Club to generate revenue.
  2. Shall be open to receiving suggestions from the membership on fund raising ideas.
  3. Shall keep the Board of Directors informed on the status of the committee.
     

Public Relations

  1. Shall be responsible for ensuring information about the Parrot Heads of the Triad reaches the community.
  2. Shall keep the area media informed about monthly Happy Hours and special events (i.e. ESP, Go Triad).
  3. Shall be responsible for maintaining a supply of PR materials for use in promoting the Club, and keep this supply readily available to other Club members at their request.
  4. Shall keep the Board of Directors informed on the status of the committee.

Decorating

  1. Responsible for decorating at major Club events or delegating the responsibility.
  2. Responsible for maintaining Club decorations and advising the Board of Directors if materials are in need of repair or replacement.
  3. Shall ensure that all Club materials are returned to the Committee Chairperson after use.
  4. Shall keep the Board of Directors informed on the status of the committee.

Scrapbook

  1. Shall be responsible for collecting pictures taken at Club functions from the members.
  2. Shall organize and display a history of Club activities in chronological order.
  3. Shall display scrapbooks at major Club events and Happy Hours.
  4. Shall keep the Board of Directors informed on the status of the committee.

PhiP Tickets

  1. Shall be responsible for determining which Club members are eligible for PhiP tickets in the event that such tickets are offered to the Club.
  2. The Ticket Committee shall use the following guidelines when determining member eligibility:
    1. Club members must participate in some way in at least four (4) charity events in a 12 month period. Once a member completes four (4) charity events total attendance points will be used to determine rank of eligibility.
    2. Each ticket distributed must be used by an eligible member of a PHiP sanctioned Club.
    3. Each member is eligible for one (1) ticket unless that member is a single household member. In such case, the single member is eligible for a second ticket provided that the second ticket is used by a member of a PHiP sanctioned Club. **
    4. The Ticket committee will be responsible for collecting all payments due for tickets from the membership. The committee will then submit the total payment to the Club Treasurer.
    5. The committee chairman shall correspond with the PHiP appointed Regional Ticket Coordinator for the particular concert venue.
    6. Shall distribute the tickets to the eligible members once they are received.
    7. Shall keep the Board of Directors informed on the status of the committee.

** PHiP Regulation

 

Webmaster

A.  Shall be responsible for creating the club website.

B.  Shall maintain the website to ensure that all information is up to date.

C.  Shall receive candidate bios from Election Committee and post on club website.

 

Ragtop Record

  1. Shall be responsible for organizing, printing, and distributing the club newsletter, the “Ragtop Record”, on a quarterly basis.
  2. Shall contact all club members and request that they participate in the creation of each issue of the “Ragtop Record” by authoring and submitting printed article(s).
  3. Shall ensure that the “Ragtop Record” is included in the annual PHiP Newsletter Contest held at Meeting of the Minds.
  4. Shall include the Treasurer’s report in each issue of the “Ragtop Record”.
  5. Shall include the minutes from the quarterly Board of Director’s meeting in the “Ragtop Record”.

 

Election

  1. This committee shall be formed whenever it is necessary to elect a member of the Board of Directors.
  2. Shall receive candidate nominations for the offices in question.  This info shall be given to the webmaster for posting on the club website.
  3. Shall receive candidate bios for the offices in question.  This info shall be given to the webmaster for posting on the club website.
  4. Shall provide a valid email address for receiving absentee votes. 
  5. Each absentee vote will be acknowledged via email. 
  6. Shall print a hard copy of all absentee votes and bring to the designated election meeting.
  7. At the designated election meeting, shall provide an official ballot for members to vote. 
  8. Is responsible for counting all cast votes and announce the winner to the membership.
  9. Shall retain hard copies of all votes for 30 days in case a recount is needed.

 

ARTICLE X: MISCELLANEOUS

  1. Reimbursement of expense to any member who has incurred expense on behalf of the Club must submit proper documentation, including receipts, for consideration.
  2. Expenses in excess of $50 should be discussed in advance of payment to receive authorization from the Board of Directors.
  3. Any property belonging to the Parrot Heads of the Triad shall not be used or consumed by any person without the consent of the Board of Directors and an approval by majority vote of same. The term "property" includes all property real or personal, tangible or intangible, which may be owned, created by or in the possession of the Club.
  4. The fiscal year for the Parrot Heads of the Triad shall begin on March 1 and end on February 28.
  5. President, Vice President & the Treasurer are the authorized signatories of the Clubs bank account.
  6. All special events shall be budgeted to at least "break-even" financially. If a deficit appears likely, it will be reported to the Board of Directors promptly.
  7. Pursuant to the request of HK Management, The Howard Rose Agency, and Margaritaville Holdings, Inc., NO club member, founder, or club president is authorized to contact any of these organizations regarding Jimmy Buffett concert tickets or any other matter pertaining to Parrot heads in Paradise, Inc.  Any and all communication shall be through Parrot Heads in Paradise, Inc.  Also, NO club member, founder, or club president may approach the management of any Buffett-owned establishment seeking sponsorship, donations, etc., except those of the “home” chapter where said establishment is located.

 

ARTICLE XI: AMENDMENT TO CLUB GUIDELINES

  1. These Club Guidelines may be amended by a majority vote of the members present at a meeting where a minimum of 30 days notice has been given.  Notice may be given verbally (i.e. announcement at a general business meeting, email, posting on the website, or publication in the “Ragtop Record”).
  2. Amendments to these Club Guidelines may be proposed, for general membership vote, by a petition signed by 50% of the members in good standing and presented to the Board of Directors.
  3. The Board of Directors shall present, for general membership vote, any amendments to the Club Guidelines that have been approved by a majority vote of the Board.

 

ARTICLE XII: ADOPTION OF THE CLUB GUIDELINES

  1. Adoption of the Club Guidelines or revisions thereof which are approved by a majority vote of the Board of Directors shall be ratified by a vote of the general membership.
  2. These Club Guidelines will go into effect when they are approved by a majority vote of the general membership present.

** Club Guidelines revised June 2005 and submitted to the Board of Directors for approval.

***Club Guidelines approved by Board of Directors (August 2005) and approved by the general membership (September 2005).

 

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