The name of this organization shall be: Pacific Coast Congress of Harbormasters and Port Managers, Inc.
The Pacific Coast Congress of Harbormasters and Port Managers is an organization of commercial and recreational marina professionals promoting the development and growth of our industry and membership through communication, education and professional certification.
There shall be seven classes of membership, to wit:
Sec. (a) CORPORATE MEMBERS consisting of Harbormaster’s, Port Managers, and Administrators managing and operating State, County, District, Tribal or Municipal marinas or harbors on the Pacific Coast or inland waters thereof. BUSINESS TYPE — Public Ports
Sec. (b) AFFILIATE MEMBERS consisting of Harbormaster’s and Marina Managers managing and operating marinas or harbors under lease from the State, or any County, District or Municipality, City or Town thereof; owners, managers, operators of privately owned marinas; and former governmental harbor officials.
BUSINESS TYPE — Public/Private Marinas
The Board of Directors may at their discretion and for any reason beneficial to this Congress invite organizations or individuals not specifically set forth in this section to become Affiliate members, provided they qualify with provisions of said section.
Corporate and Affiliate membership shall be limited to one duly authorized member for any port or harbor represented. Upon termination of her/his position, she/he shall forfeit membership in these categories and be invited as an Associate member.
Sec. (c) SUSTAINING MEMBERS consisting of individuals, corporations, firms, vendors or others desiring to provide financial assistance to the Congress and its objectives.
BUSINESS TYPE — Commercial
Sec. (d) ASSOCIATE MEMBERS consisting of former Corporate or Affiliate members, individuals, associations, Institutions of Higher Education, State and Federal Agencies having an interest in the objectives of the Congress, and not qualified to hold membership in another classification. Membership is limited to those who can be expected to contribute substantially to the objectives of the Congress, through education, participation and updates.
BUSINESS TYPE — Non-profits
Sec. (e) LIFE MEMBERS consisting of former Corporate Members and Affiliate Members who because of their past contributions and long membership in the Congress, have earned the privilege of life membership. These life members shall be recognized with a plaque or certificate and a complimentary lifetime membership.
BUSINESS TYPE — Public Ports and Private Marinas
Sec. (f) HONORARY MEMBERS consisting of no more than 10 positions at any given time and granted to government officials of states or provinces bordering the Pacific Coast or political subdivisions thereof and any other outstanding citizens whose involvement with the Congress has had significant measurable results, have earned the privilege of honorary membership. These honorary members shall be recognized with a plaque or certificate and complimentary membership not to exceed two years.
BUSINESS TYPE — Individual
Sec. (g) HONORARY LIFE MEMBERS consisting of former Corporate or Affiliate member, individual, or affiliated with an Institutions of Higher Education, State and Federal Agencies having an interest in the objectives of the Congress and not qualified to hold membership in another classification. Limited to those who can be expected to contribute substantially to the objectives of the Congress through education, participation and updates, have earned the privilege of honorary life membership. These honorary life members shall be recognized with a plaque or certificate and a complimentary lifetime membership.
BUSINESS TYPE — Non-profits
Sec. (h) APPROVAL OF MEMBERSHIP The right for approval of application for membership is hereby reserved to the Board of Directors.
Sec. (i) RIGHT TO OFFICE The right to hold office is reserved for corporate, affiliate and life members. However, only one life member may hold office at any one time.
Sec. (j) DELINQUENT DUES All membership fees shall be payable annually.
Any corporate or affiliate member delinquent in payment of dues for a period of six months or any associate member delinquent for three months, shall be suspended from membership.
Sec. (k) MEMBERSHIP TRANSFERS Corporate or Affiliate memberships in the Congress shall be in the name of the public body or lessor paying the membership fee where applicable, and the designation of the qualified individual representing them shall be discretionary.
Whenever the public body or lessor employing such corporate or affiliate members shall pay the membership dues and thereafter and during the period for which the dues have been paid, such corporate or affiliate member retires from her/his official position, the membership shall be transferred to her/his successor. Such retiring official may then be considered an associate member and may continue to hold any office in the annual election, provided that within sixty days of her/his retirement from public office she/he shall remit the dues required from associate members. If a corporate or affiliate member pays the membership fee from her/his personal funds and subsequently retires from active harbor administration, then s/he shall automatically become an associate member and may hold any office to which s/he had theretofore been elected or appointed until the next annual meeting.
Sec. (a) The officers of the Congress shall be President, Vice-President and a Secretary-Treasurer. The President, Vice-President and Secretary-Treasurer, with the immediate past President and ten Directors shall constitute the Board of Directors. The President, Vice-President and Secretary-Treasurer shall serve two-year terms and shall be elected at the annual convention. The Directors shall serve three-year terms, with no more than four directorship terms expiring in a given year. Two to four shall be elected each year at the annual convention of the Congress, by a majority of the members having the right to vote. The Directorship positions shall be numbered 1 through 10 and shall consist of at least 1, but no more than 2, members from each State or Province to ensure equal representation from each geographical region. It shall be the duty of the Secretary-Treasurer to maintain a roster of the Directors showing the terms of office and to advise the membership of forthcoming vacancies prior to annual convention. Officers and Board of Director may be re-elected for succeeding terms.
Sec. (b) The office of Secretary-Treasurer shall be held by the same person.
Sec. (c) The number of Affiliate members holding the office of President, Vice-President, Secretary-Treasurer, or Director at any one time shall never exceed the total of three.
Sec. (d) A Parliamentarian shall be appointed each year by the incoming President. It shall be her/his duty to keep all meetings in order as set forth by Roberts Rules of Order. She/He may succeed her/himself if re-appointed by an incoming President.
Sec. (a) An annual convention of the Pacific Coast Congress of Harbormasters and Port Managers shall be held once in the spring of each calendar year at such time and place as declared by the Board of Directors. In case of emergency, the Board of Directors may cancel or postpone an Annual Convention by a majority vote and in like manner may call a special meeting.
Sec. (b) A semi-annual convention of the Pacific Coast Congress of Harbormasters and Port Managers shall be held once in the fall of each calendar year at such time and place as declared by the Board of Directors. In case of emergency, the Board of Directors may cancel or postpone a semi- annual convention by a majority vote and in like manner may call a special meeting.
Sec. (a) This Constitution may be amended in such manner as is provided for in the By-Laws of this Congress.
Sec. (a) MANAGEMENT BY THE BOARD The business and affairs of the Congress shall be managed by a Board of Directors, as provided for in Article IV of the Constitution and shall be elected by the members having the right to vote. The directors shall hold office for the term elected or until the successors are duly elected and qualified as provided for in Section (f) of this Article.
Sec. (b) QUARTERLY MEETINGS The Board of Directors shall hold quarterly meetings during the organization’s year, two of which may be held prior to or during the 1st day of the Fall Semi-Annual Meeting and/or the Spring Annual Meeting. Any such meeting can be held by correspondence or telephone.
Sec. (c) QUORUM Five members including at least one officer, present at a meeting of the Board of Directors, three of who must be corporate members, shall constitute a quorum.
Sec. (d) APPOINT COMMITTEES The Board of Directors shall have power to appoint such regular and special committees, as they deem advisable and necessary for the carrying out of the objectives and work of the Congress and to prescribe the duties and powers of such committee.
Sec. (e) EXECUTIVE SECRETARY The Board of Directors shall use the Secretary of the Congress as an Executive Secretary until such time as the duties of such office shall warrant the appointment of one, at which time the Board shall have power, finances permitting, to engage an Executive Secretary and to fix his or her annual remuneration, if any, and define the duties which he or she shall perform. The Executive Secretary shall furnish bond in such amount and with such sureties as the Board of Directors or Executive Board approve. The Congress shall pay the cost of such bond and the President shall keep the bond.
Sec. (f) RESIGNATIONS, VACANCIES AND REMOVALS A member of the Board of Directors or an officer who submits their resignation or withdraws for any reason or who shall be absent from three (3) meetings of the Board of Directors during the calendar year shall automatically be dropped from membership on the Board of Directors. Vacancies of the Board of Directors, or among the officers, shall be filled by the Board of Directors from selections of those nominated at the last election, by a majority vote, for the remaining term. In the event there is no other nominated or if they are no longer willing to serve the vacancy will be filled by a majority vote of the Board of Directors within a timely manner. The Board may conduct such vote via e-mail or method such approved unanimously. In the event a member of the Board of Directors is elected or re-elected to the office of President, Vice-President, or Secretary-Treasurer, she/he shall resign her/his position on the Board and assume her/his duties of the elected office as provided for in the Constitution
Sec. (a) EXECUTIVE COMMITTEE An Executive Committee of four members, including the President and Secretary may be appointed each year by the Board of Directors and may be selected from its own membership. Such Executive Committee may be charged with and shall have power to effectuate the policies and decisions of the Board of Directors and shall perform such administrative duties and shall exercise such administrative authority as may be delegated to it by the Board of Directors.
Sec. (b) The President shall be a member of the Executive Committee and in case of her/his inability to be present at any meeting thereof, the Vice-President may act in her/his stead.
Sec. (a) At the first session of an Annual Convention of the Congress, the President shall present for ratification the names of five Corporate and/or Affiliate members, who shall constitute a nominating committee.
Sec. (b) It shall be the duty of the Nominating Committee to prepare nominations for all officers to be elected for the following terms and present them to the Convention during the second day of the session, with the election of officers to be held prior to the end of the second day’s session.
Sec. (c) The nomination prepared by the Nominating Committee shall not be binding on the members of the Congress, but any member shall be privileged to make any nomination or nominations prior to the consideration of the report of the Nominating Committee.
Sec. (a) The President shall be the Chief Executive Officer of the Congress and shall have general supervision of all the other Officers and Committees and affairs of the Congress. The President shall preside at all regular or special meetings of the Congress, at all meetings of the Board of Directors and at all meetings of the Executive Committee, or in her/his absence the Vice-President will preside. The President will be the primary liaison between the Board of Directors and the Executive Secretary.
Sec. (b) The Vice-President shall be the liaison for the Sustaining and Associate Members. Her/His duties shall include an annual committee meeting with representatives of the Sustaining and Associate Membership and/or periodic contact either in person or via phone conversation for the purpose of exchange of information benefiting all members of the Congress. Such meeting or exchange of information may be held during the annual or semi-annual conference.
Sec. (c) The Secretary-Treasurer shall work with the Executive Secretary to ensure that the administrative and financial operations and obligation of the Congress are properly executed. In the absence of an Executive Secretary the Secretary-Treasurer will chair the Administrative and Finance Committee, which will execute the duties and responsibilities normally assigned to the Executive Secretary.
Sec. (d) The duties of the President, Vice-President, Secretary-Treasurer, Executive Board or Committee and Special Committees shall be the duties usually pertaining to such office or committee and such duties as may be assigned to them by the members by resolution adopted at an Annual or Special Convention or by the Board of Directors.
Sec. (a) The fiscal year of the Congress shall be a calendar year. Beginning on the first day of January and ending on the last day of December of each year.
Sec. (b) For purpose of providing revenue on an equitable and fair basis, the following classifications are set forth:
Class “A” CORPORATE MEMBERS as defined in Sec. (a), Article III of the Constitution DUES = $175.00
Class “B” AFFILIATE MEMBERS as defined in Sec. (b), Article III of the Constitution DUES = $175.00
Class “C” SUSTAINING MEMBERS as defined in Sec. (d), Article III of the Constitution DUES = $225.00
Class “D” ASSOCIATE MEMBERS as defined in Sec. (c), Article III of the Constitution DUES = $35.00
Class “E” LIFE MEMBERS as defined in Sec. (e), Article III of the Constitution DUES = $ 0
Class “F” HONORARY MEMBERS as defined in Sec. (f), Article III of the Constitution DUES = $ 0
Class “G” HONORARY LIFE MEMBERS as defined in Sec. (g), Article III of the Constitution DUES = $ 0
Sec. (c) Membership dues to the Congress shall be paid annually by current members prior to the Annual Convention. Dues amounts are to be set from time to time by resolution of the Board to be approved by a majority of the voting members at a convention.
Sec. (d) Class “A,” “B,” “C” and “D” membership applicants applying for membership in the Congress during the last six months of the fiscal year will be assessed membership dues equal to 50% of the membership designated annual fee as listed above in Section. (b) of this Article.
Sec. (e) The Board of Directors shall have the power to classify the various members for the purpose of Sections (b) and (c) of this Article.
Sec. (f) The Board of Directors shall designate the depositories of all funds of the Congress and the Board shall make all disbursements upon accounts being duly approved in a manner from time to time prescribed.
Sec. (g) All checks, credit cards, drafts, orders for payment of money or promissory notes shall be signed or endorsed by such person or persons as the Board of Directors shall, from time to time, appoint, but in no event shall any funds of the Congress be disbursed in excess of $200.00 except upon the signature of two of the authorized persons so appointed. In the event the Board sees fit not to appoint such persons or person, the power of signing and/or endorsing as set forth in this Section shall fall upon the President and Secretary of the Congress.
Sec. (h) An internal audit of the PCC’s books, bank accounts and assets will be performed annually prior to the Spring Conference by two members of the Board of Directors. An audit of the PCC’s books, bank accounts and assets will be performed every three years prior to the Spring Conference by a Certified Public Accountant. All officers shall submit their books and vouchers for audit whenever required by the Board of Directors.
Sec. (a) VOTING ON CONVENTIONS The Annual Convention of the Congress shall be held at such time and place as provided for in Article V of the Constitution. In determining the time and place of a social meeting or convention the Board of Directors may be guided and advised by invitation and the majority vote of the members present and voting. It shall be permissible to canvass such vote by e-mail, facsimile, or correspondence to the Executive Secretary
Sec. (b) REGISTRATION FEES The Board of Directors may establish a uniform Convention registration fee to be paid by each delegate. They shall have the power to establish varying registration fees commensurate with the classes of membership if they so see fit.
Sec. (c) AGENDA The Official Agenda of the Convention as approved by the Board of Directors shall be the order of the day for all sessions. Changes in the agenda may be made from time to time by a majority vote of the qualified delegates present and voting.
Sec. (d) RESOLUTIONS All resolutions shall be referred to the Resolutions Committee for its consideration and recommendation to the Convention. Debate on resolutions shall not be in order until the Committee has reported them upon.
Sec. (e) QUORUM AT CONVENTIONS Seven members of the Congress, at least four of who must be corporate members, shall constitute a quorum for transaction of business at any Convention or Special Meeting of the members of the Congress.
Sec. (f) VOTING
(1) Members of the Congress shall have voting privileges according to the following schedule provided however, that each official delegate shall have voting power as set forth and no voting by proxy will be permitted.
CORPORATE MEMBERS: One (1) Vote
AFFILIATE MEMBERS: One (1) Vote
SUSTAINING MEMBERS: None
ASSOCIATE MEMBERS: None
LIFE MEMBERS: One (1) Vote
HONORARY MEMBERS: None
HONORARY LIFE MEMBERS: None
To change voting power of members or delegates as set forth in this Section, a three-fourths vote of the voting delegates or members at the convention is required. It will further be required, that members of the Congress be notified at least thirty (30) days in advance of the convention of any such intended resolution.
(2) COMMITTEE ON CREDENTIALS – INSTRUCTED DELEGATE Every organization which is a member or has within its group a member of this Congress shall furnish to her/his official staff delegate a certificate duly authenticated, authorizing her/him to act in such capacity, but in the event of oversight or failure, or in the absence of such certificate, then the Committee on Credentials shall have the right to determine the seating of the delegate so affected. In the case of individuals identification of her/him as representing some such qualifying activity as set forth in Article III of the Constitution will be required. In the event an individual member cannot attend and wishes to be represented, she/he may send an instructed delegate who will be seated, provided s/he is identified by such member as her/his representative and passed upon by the Committee on Credentials.
(3) Sustaining, Associate, Honorary and Honorary Life Members shall not have the right to vote or hold office but may be given the floor in convention at the discretion of the President or whoever is presiding.
(4) All delegates or members of every nature and classification may be disqualified under this Section by reason of non-payment of debits due to the Congress.
Sec. (g) Guest Attendance non-members are allowed to attend one conference as a paying quest without becoming a member as approved on a case-by-case basis by the Board of Directors;
Sec. (h) A special meeting or convention of the Congress may be called by the President upon a request of the majority of the corporate and affiliate members by their vote as set forth in the foregoing section, or upon the request of five members of the Board of Directors.
1. Thirty days notice in writing from the Executive Secretary or Secretary/Treasurer shall be required in connection with the calling of any special meeting or convention.
Sec. (i) The Executive Secretary shall cause to have kept minutes of all meetings and it shall be his or her responsibility that they be preserved.
Sec. (a) For the good government of the Congress, the Board of Directors shall have the power to make such policies or procedure as may be deemed necessary or advisable in addition to and not inconsistent with these by-laws.
The Constitution and by-laws of the Congress may be amended in the following manner:
Sec. (a) By a two-thirds vote of the qualified members present and voting at any annual or special convention, providing notice of such proposed amendments has been given through the Executive Secretary or the Secretary/Treasurer at least thirty days prior to the convention.
Sec. (b) By unanimous vote of all qualified members present and voting at any annual or special convention.
Sec. (a) Committees as needed, such as Membership Committee, Convention Committee, Committee on Credentials, Committee on Resolutions, Entertainment Committee, Audit Committee or any committee not provided for in these by-laws or the Constitution may be appointed by the Board of Directors as they see for or as the need arises, in any number and for any length of term as seems desirable and effective.
Sec. (b) Special committees may be appointed from the floor of any convention by the President or Vice- President as the case may be.
Sec. (a) Roberts Rules of Order shall be the parliamentary authority for all matters of procedure not specifically covered in these by-laws.
Rev. 2001
Rev. 2002
Rev. 2003
Rev. 2005
Rev. 2006
Rev. 2008
Join us for the 38th Annual membership conference April 10-13, 2012 in Nanaimo, BC hosted by the Harbour Authority Association of British Columbia. Membership not required if you are interested in becoming a member (one-time offer). For the trade show portion of the conference membership is required.
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