New Bylaws for DFW NORML

Posted on: November 20, 2013

Happy November DFW NORML Members! We are proud to announce important changes that have been implemented in order to help DFW NORML grow larger and become a more powerful influence in Texas.

As you may recall, there was a vote in August on two legal documents for the organization, one is the “Amended Certificate of Formation” and one is the “Amended Bylaws.” The first is a document pertaining to the registration of the nonprofit corporation with the Secretary of State of the State of Texas. The changes to that document will allow us to seek 501(C)(4) tax-exemption with the IRS. The second document governs the structure of our organization.

The structural changes which were implemented are as follows:

• DFW NORML will have three classes of members:

o Reciprocal members are any member of National NORML who has not paid dues to DFW NORML but who has filled out our membership information sheet.
o Basic Members are any person who has paid dues to DFW NORML in the past year and has completed a membership information sheet.
o Active members are any member who has renewed their membership consecutively for one or more years and who has volunteered for at least one event in the past year.

• Although basic and reciprocal members can vote on issues if they are present for a meeting where voting occurs, only active members can run for a seat on the Board of Directors.

• Board of Directors is broken down into the Executive Board, Advisory Board Members and Ex Oficio Board Members. The Executive Board consists of the following positions:

Executive Director
• Functions as the primary spokesperson for DFW NORML.
• Presides over all public meetings
• Acts as liaison with National NORML and other chapters
• Works with general counsel to ensure compliance with laws and to engage the legal community.
• The ideal candidate will have been a NORML member 2+ years, has volunteered for NORML previously, has experience with small business management, and has strong communication skills.
• This position shall be appointed by the other Executive Board Members
• The appointment shall be reviewed yearly at the first board meeting immediately preceding elections.

Deputy Director
• Serves as Executive Director as needed
• Presides over all Board Meetings
• Assists Executive Director
• The ideal candidate will have been a NORML member 2+ years, has volunteered for NORML, has experience with small business management, and has strong communication skills.
• To qualify, prospective candidates have to have accrued at least 4 volunteer credits in the past year, unless candidate is an incumbent
• This position shall be elected by the Members for 2 year terms
• Elections for this position shall occur in odd numbered years

Director of Operations
• Oversees Events Coordinator, Volunteer Coordinator, Merchandise Coordinator
• Coordinates fundraising events and political activity
• Ensures proper permits are obtained for events
• Communicates with treasurer regarding event budget
• The ideal candidate will have been a NORML member 2+ years and has experience with small business management and nonprofit fundraising
• To qualify, prospective candidates have to have accrued at least 4 volunteer credits in the past year, unless candidate is an incumbent. Nominations for this position must approved by the Board of Directors.
• Elected by the Members for 2 year terms, except for the first election
• After the first election, elections for this position shall occur in even numbered years

Director of Marketing
• Works closely with Executive Director to ensure the organization and every organization-sponsored public event is promoted in a manner that is consistent with current DFW NORML policy
• Oversees social media, website administration
• Coordinates promotions, issues press releases
• The ideal candidate will have been a NORML member 2+ years and has experience as webmaster, experience in social media marketing, and have strong writing skills.
• To qualify, prospective candidates have to have accrued at least 4 volunteer credits in the past year, unless candidate is an incumbent. Nominations must be approved by the board.
• Elected by the Members for 2 year terms, except for the first election
• After the first election, elections for this position shall occur in even numbered years

Director of Finance
• Maintains financial records for the organization
• Reports to Board as to the current financial status at every Board meeting
• Prepares financial statements for the Board Members
• Ensures proper tax documents are filed
• Prepares budget for approval by Board, yearly and per event
• The ideal candidate will have been a NORML member 2+ years and is familiar with financial statements and reports, as well as corporate taxes and accounting software
• To qualify, prospective candidates have to have accrued at least 4 volunteer credits in the past year, unless candidate is an incumbent. Nominations must be approved by the Board of Directors
• Elected by the Members for 2 year terms
• Elections for this position shall occur in odd numbered years.

Secretary
• Keeps accurate and up-to-date membership records
• Takes minutes of Member and Board of Director meetings
• Provides notification of Member and Board of Director meetings
• Sends updates to National NORML as required by our chapter agreement
• The ideal candidate will have been a NORML member 2+ years and is familiar with financial statements and reports, as well as corporate taxes and accounting software
• To qualify, prospective candidates have to have accrued at least 4 volunteer credits in the past year, unless candidate is an incumbent. Nominations must be approved by the board.
• Elected by the Members for 2 year terms
• Elections for this position shall occur in even

Public Information Officer
• Assists executive and deputy director for media appearances
• Acts as secondary spokesperson for the organization
• Fields all legal inquiries or requests
• Engages legal defense and acts as liaison to the legal community
• Educates local district attorneys and prosecutors
• The ideal candidate will be a licensed attorney in the Dallas/Fort Worth Area, and will have been a NORML member 2+ years
• The Public Information Officer position is elected yearly.

Compliance Officer
• Assists Board Members to ensure compliance with all federal, state and local laws
• Ensures proper permits are obtained for events
• The ideal candidate will be a licensed attorney in the Dallas/Fort Worth Area, and will have been a NORML member 2+ years
• The Compliance Officer position is elected yearly

• Advisory Board Members are members with special skills or knowledge who have been asked by the Executive Board to attend and contribute to Board Meetings. They are appointed to the Board by majority vote of the current board members and their appointments are reviewed annually.

• Ex Oficio Board Members include any former Executive Director who is not removed for cause.

• Board Member Elections shall occur annually, usually in the month of October (except for the first election). Elections will be by written ballot. Basic and reciprocal members may vote if physically present at the meeting where voting is to incur. Active members may also vote by proxy.

• Expense reimbursements must be approved by the Board of Directors.

• A yearly budget must be approved and voted on at any Board meeting prior to the end of the calendar year.

• Any non-budgeted expense over $100 must be voted on and approved by the Board of Directors in advance.

So WHAT DOES ALL THIS MEAN?
This means that we will be having elections for the 7 Board Member positions as soon as possible. During the meeting in November, we will have nominations. You can nominate any member to serve in any of these roles. Then at the meeting in December, we will announce the candidates for the positions. Then at the meeting in January, you will have an opportunity to vote on who you think should fill the 7 positions. Then at the meeting in February, we will announce who has been appointed as our Executive Director for the year.

Do you have any questions? Email us at thedfwnorml@gmail.com.