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Date Last Updated April 11, 2008 ARTICLE I
NAME
The name of this organization shall be the Midwest Regional Youth Conference.
ARTICLE II
OBJECT
The objective of this organization shall be to insure that the Regional Youth Conference and Regional Youth Counselor's Retreat are conducted in a manor that is decently and in order.
ARTICLE III
MEMBERSHIP
Section 1 - Requirements for membership.
Youth groups requesting membership into this organization: Must make their request known (in writing) to a member of the Regional Board. Must agree to comply with and be bound by the Articles of the Bylaws of the organization and any rules and regulations adopted by the Regional Board. Requests for membership should include current congregation, current congregational responsibilities, and other pertinent information applicable to membership. Members requesting membership to the board or directors must have attended 3 consecutive Youth Worker's Retreats and 3 consecutive Regional Youth Conferences.
Section 2 All youth groups requesting membership into this organization must be subject to and have approval of the leadership of their congregation.
Section 3 If the aforementioned is applicable, an affirmative vote of the majority of the Regional Board is necessary before membership is granted.
Section 4 - Resignations.Any member desiring to resign from the organization shall submit his resignation in writing to the Corresponding Secretary. The secretary will then present the resignation to the Regional Board.
Section 5 - Reasons to be excused Any board member who has two non-excused absences from the Board of Directors meeting will be excused from the board.
ARTICLE IV
REGIONAL BOARD
Section 1 - Regional BoardThe Regional Board shall consist of:
These officers shall perform the duties prescribed by these Bylaws and adopted by the organization.
Section 2 The Regional Board shall have general supervision of the affairs of the organization, set policy, make recommendations, and perform such duties as specified in these By-laws.
Section 3 - Responsibilities
ARTICLE V
MEETINGS
Section 1 The Regional Board meetings of the organization shall be held the 2nd March of each year unless otherwise ordered by the Regional Board. It is therefore understood that Emergency Meetings can be called at the discretion of the Regional Board Chairman. It shall be the responsibility of the Chairman to make adequate plans and preparations for the Regional Board meetings.
Section 2 Regional Board NoticesNotice of the Regional Board meetings (written/email or verbal) stating the place and time of the meeting shall be delivered not less than thirty (30) days before the date of the meeting to the Regional Board members.
Section 3 QuorumOne (1) more than half (1/2) the congregations in the region (present for a meeting) will constitute a quorum. The minutes of each meeting shall contain a list of the members present.
Section 4 - Order of BusinessThe order of business of the Regional Board shall be essentially as follows:
A. Report of the number of members present in order to determine the existence of a quorum. B. Reading of minutes of previous meetings not yet approved of and the taking of necessary action thereon. C. Unfinished business D. New business E. Adjournment
Section 5 - Election of OfficersOfficers shall be elected at the discretion of the Regional Board.
ARTICLE VI
YOUTH CONFERENCE
Section 1 - ProgramThe program should include but not be limited to:
Section 2 - Registration FeeEach conference participant shall pay a registration fee and that fee should not exceed $65 per person.
Section 3 - Internal ProblemsProblems arising within or affecting a group that would hinder participation in the Regional Youth Conference should be handled as follows:
A letter from their congregation should be sent to the secretary of the Regional Board ninety (90) days prior to the board meeting and no later than thirty (30) days. The status of the youth group/individual shall be made known to the Regional Board prior to the next Regional Youth Conference.
Section 4 - Regional Conference DateThe Regional Youth Conference will be held on the 2nd weekend of June of each year. If the host congregation can not secure the 2nd weekend of June, the Regional Board should be notified immediately and the host congregation has the option of moving to the 1st weekend of June or 3rd weekend of June. If these weekends can not be secured, the Regional Youth Conference will be hosted by the next host congregation in line (i.e. the host scheduled for the next year).
Section 5 - Regional Counselor's Retreat DateThe Regional Counselor's Retreat will be on the 2nd weekend in April of each year. If the host congregation can not secure the 2nd weekend of April, the Regional Board should be notified immediately and the host congregation has the option of moving to the 1st weekend of April or the 3rd weekend of April. If these weekends can not be secured, the Regional Youth Counselor's Retreat will be hosted by the next host congregation in line (i.e. the host scheduled for the next year).
Section 6 - Conference Information Information regarding the Regional Youth Conference should be sent out no later than February 1 of the conference year. Information regarding the Regional Counselors Retreat should be sent out no later than January 1 of the conference year.
ARTICLE VII
ACCOMMODATIONS
Section 1 - ReservationsThe host congregation is responsible for securing and informing the members of the organization of lodging accommodations.
Section 2 - NeedsThe host congregation shall provide adequate personnel to assist with parking, seating and other services to accommodate the needs of groups attending the Regional Youth Conference.
Section 3 - MealsThe host congregation should provide meals for members of this organization as provided by the registration fee.
ARTICLE IIX
Regional Youth Conference Youth Rules & Regulations 1. All youth must be under the guidance of a counselor. 2. All youth (male and female) attending the Conference must have a counselor or they will not be allowed to attend the Conference. Males must have a male counselor, and females must have a female counselor. 3. No youth will be allowed to leave the premises without the consent of his or her counselor. 4. No youth will be allowed to leave the premises alone. With the permission of their counselors, they may go in groups of four. 5. Before permission is granted to leave the premises to visit a relative or friend, the counselor must have the name, address and telephone number of the person being visited. 6. Disorderly conduct such as pillow fighting, profane language, running up and down stairs and halls or talking out of windows will not be tolerated. 7. The use of alcoholic beverages, drugs, smoking, or vulgarity will not be permitted. 8. If a youth has to take medication prescribed by a physician or over the counter medicine for any noted medical condition, the medication should be given to his counselor for safekeeping until it is needed. 9. All youth are to be in their dorms by 12:00 midnight. 10. All youth are expected to attend all sessions. Badges should be worn at all times. 11. If a youth is ill and unable to attend a session, he or she should report to their counselor. The counselor will then take the necessary steps for their care and is advised to remain with the sick youth. 12. Girls: No shorts are to be worn to any of the sessions. Pants will be allowed. (Appropriate clothing may be worn for the basketball games, volleyball games, and the banquet). 13. Boys: No shorts are to be worn to any of the sessions. (Appropriate attire should consist of casual shirts without offensive statements or symbols). Extreme beards, extra long or braided hair is not considered in good taste. No earrings are allowed when participating in the worship services. 14. All participants are expected to respect authority: 15. Destruction of property is prohibited. 16. Report all lost articles to the Lost and Found Department. 17. No boom boxes, musical equipment or electronic equipment will be allowed at the Conference. However, head phones and micro players will be allowed in the privacy of your room. THE REGIONAL DIRECTORS AND RESPECTIVE COUNSELORS WILL DEAL WITH PETTY OFFENSES. THE DIRECTORS WILL MAKE FINAL DECISIONS.
ARTICLE IX
Regional Youth Conference Counselors Rules & Regulations 1. The minimum age for responsible counselors should be 23. 2. Counselors should know; agree with, and thoroughly brief their young people on all the rules and regulations BEFORE GOING TO THE CONFERENCE. 3. Counselors should assume responsibility for youth during the entire conference, attend all sessions, and see to it that their youth do the same.4. Counselors must be willing to participate in all activities from the time of arrival to the time of departure.5. Counselors will be asked to leave if they are not cooperative. 6. The counselors should set an example for the youth in faithfulness and all other Christian graces in their local congregation and at the conference. 7. Under no circumstances should one Counselor confront another Counselor in the presence of young people for speaking to his young people about their conduct. 8. All Counselors should be under the leadership of their local congregation and the leadership will be notified in cases of misconduct on the part of a Counselor. 9. No smoking, drinking, drugs or vulgarity will be engaged in either by Counselor or youth. 10. Counselors should inform their youth that unless they are well disciplined and commit themselves to become members of the group, they would not be allowed to attend the next Regional Conference. 11. Counselors should work directly with the youth in their local congregation in order to be allowed to counsel them at the conference. 12. Counselors should be housed close to their youth. 13. COUNSELORS, BEFORE RETIRING AT NIGHT, SHOULD SEE THAT ALL YOUTH FOR WHOM THEY ARE RESPONSIBLE, ARE IN THEIR ASSIGNED ROOMS. 14. Counselors will be absolutely responsible for the conduct of the youth in their charge. 15. Counselors should be informed of any physical problems a youth has. 16. Counselors should see that each youth brings a BIBLE with him/her to the conference. 17. Counselors should bring with them the health insurance card of the youth and make sure each youth has a Health Record for the Medical Personnel at the Conference.
ARTICLE X
MISCELLANEOUS
Section 1 - Policies and RulesThe Regional Board shall have power to make and adopt such policies and rules, as it may deem advisable for the business of the organization.
AMENDMENTS OF BYLAWS
The Bylaws may be altered or amended by the affirmative vote of the majority of all the Regional Board at any regular meeting.
Section 1 - Notice of AmendmentsNotice of a Bylaw amendment shall be formally worded in a form such as "To amend Article III, Section I, and must clearly state the proposed deletions and/or additions."
Section 2 - An amendment to the Bylaws goes into effect immediately upon its adoption unless the motion to adopt specifies another time for it to become effective. |
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