SVHG ByLaws

Shenandoah Valley Homebrewers Guild By-Laws

 

Article 1 – Name and Purpose

  1. The name of the Club shall be “Shenandoah Valley Homebrewers Guild”
  2. The purpose and objective of The Guild is to promote the advancement of homebrewing, beer education, & beer appreciation. Our monthly meetings include education & instruction, cooperative brewing, competitions, & beer tastings. We celebrate our brewing successes, commiserate over our brewing problems, but, most importantly, come together in a relaxed & friendly environment to encourage the responsibility of drinking & brewing beer.
  3. The SVHG is charity minded and looks for opportunities to give to and fundraise for charitable organizations.  

 

Article 2 – Goals

  1. To Promote, Learn and Share enjoyment of our knowledge about Homebrewing, Craft beer, Local Craft Beer related Business, including but not limited to beer tasting, beer judging and brewing techniques.
  2. To promote the responsible use and enjoyment of alcoholic beverages.
  3. Do good for local charities and businesses.

Article 3 – Membership

  1. The Guild does not discriminate based on race, creed, color, national origin, sex, political affiliation, or beliefs.
  2. Membership is open to anyone of legal drinking age.
  3. Membership is to be renewed annually, with dues set by the Leadership Officers.
  4. All members are expected to conduct themselves in a responsible manner at all Guild meetings and events. Failure to do so may result in disciplinary action by the Leadership Officers, including suspension from attending one or more meetings, or expulsion from the Guild.
  5. No member shall represent The Guild or take action to obligate The Guild in any way without prior approval of the Leadership Officers.
  6. Anyone who has problems or appears to have problems with alcohol consumption by consensus of the members is not allowed in The Guild. If you witness anything that needs attention, please let a Leadership Officer know ASAP.
  7. All Guild members must be sober upon arrival at each meeting and must leave the meeting or event sober. Refusal to do so will result in a 90 Day Suspension or termination of their membership.
  8. If anyone at a club meeting/event at Valley Homebrew is identified by Leadership or anyone else at the meetings being too intoxicated, you will be asked to give up your keys and we will do the right thing and find you a safe way home without you posing a liability to the SVHG and its host. Failure to do so will result in your name, license plate and vehicle description being immediately submitted to local law enforcement.  If you are truly not intoxicated, the officer who pulls you over will let you go. On top of the call to law enforcement, your SVHG Membership will be terminated and you will no longer be allowed at any SVHG Events.
  9. All SVHG Members will be required to complete an Emergency Contact Information Form. This will assist us in any sort of Safety concerns and any Liability issues if we need to contact someone for you in order to get you a ride home safely if needed. 

 

Article 4 – Consumption of Alcohol

  1. The Guild is NOT a Drinking club. It is a Homebrewing Enthusiast Club.
  2. Anyone who has problems or appears to have problems with alcohol consumption by consensus of the members is not allowed in The Guild. If you witness anything that needs attention, please let a Leadership Officer know ASAP.
  3. All Guild members and guests will be required to sign a liability waiver prior to becoming an official member.
  4. Any member that feels that there is an issue with another fellow member or a guest should alert the Leadership Officers ASAP so that the serious situation can be addressed appropriately.
  5. Any Host for Meetings and Events that feels that there is anyone drinking too heavily at any time has the right to put a stop to the activities at any time so that the situation can be addressed appropriately.
  6. No HOST is liable for the actions of Guild members or guests.
  7. All Guild Members or Guests are responsible for their own actions during the meetings and or events and after.
  8. The Guild and Valley Homebrew hold no liability for the actions of members or guests.
  9. All Guild members must be sober upon arrival at each meeting and must leave the meeting or event sober. Refusal to do so will result in 90 Day Suspension or termination of their membership.
  10. If anyone at a club meeting/event at Valley Homebrew is identified by Leadership or anyone else at the meeting as being too intoxicated, you will be asked to give up your keys. Failure to do so will result in your name, license plate and vehicle description being immediately submitted to local law enforcement.  If you are truly not intoxicated, the officer who pulls you over will let you go. On top of the call to law enforcement, your SVHG Membership will be terminated and you will no longer be allowed at any SVHG Events.
  11. All SVHG Members will be required to complete an Emergency Contact Information Form. This will assist us in any sort of Safety concerns and any Liability issues if we need to contact someone for you in order to get you a ride home safely if needed. 

 

 

Article 5A – Leadership Officers

  • SVHG shall be governed by leadership officers comprised of elected members. All members in good standing are eligible to serve as leadership officers.
  • SVHG shall have the following elected officers: President, Vice President, Treasurer, Secretary, Event Coordinator, Assistant Event Coordinator, Member at Large, Web Master, and Competition & Judging Coordinator
  • Leadership Officers shall have the following duties and responsibilities:

 

  • President:
  • The President shall oversee all club activities including but not limited to:
    • Call to order and preside over all meetings
    • Coordinates with the Secretary to produce meeting agenda for monthly meetings and leadership meetings
  • The President will serve as the face of SVHG and represent SVHG at outside functions as much as possible.
  • The President coordinates with the Competition & Judge Coordinator and Event Coordinator to plan, run, and solicit donations and sponsors for any and all events.
  • The President shall delegate club business and responsibilities to appropriate officers as needed.

 

  • Vice President:
  • The Vice President shall assist the President as needed and perform the duties of the President in his or her absence.
  • The Vice President shall act as a second pair of eyes and ears to the President.
  • The Vice President is responsible for sharing the task with the President of reviewing the monthly agenda during monthly meetings.
  • The Vice President shall delegate club business and responsibilities to appropriate officers as needed.

 

  • Treasurer:
  • The Treasurer is responsible for maintaining the financials for club activities, including but not limited to:
    • The collection, reporting, and tracking of club dues
    • The collection of all receipts for any and all club expenses
    • Recording all receipts and disbursements.
  • The Treasurer is responsible for paying any approved reimbursements for monthly meeting presentations by club members in a timely manner. (Limit $50 per presentation)
  • The Treasurer is responsible for maintaining reporting on all the financials for all club activities.
  • The Treasurer is responsible for maintaining the all club bank accounts (BB&T and PayPal).
  • The Treasurer is responsible for producing the treasurer report during each monthly meetings and leadership meetings as needed.

 

  • Secretary:
  • The Secretary shall produce all monthly meeting and leadership meeting agendas and post them at least 2 days in advance of the monthly meetings via group email and the SVHG Facebook page and coordinate with the Web Master to post them on the SVHG web site.
  • The Secretary shall record and produce monthly meeting and leadership meeting minutes and post them in a timely manner via group email and the SVHG Facebook page and coordinate with the Web Master to post them on the SVHG web site.
  • The Secretary is responsible for producing quarterly newsletters and posting them in a timely manner via group email and the SVHG Facebook page and coordinate with the Web Master to post them on the SVHG web site.
  • The Secretary is responsible for coordinating with the Treasurer to maintain and keep the active member roster.

 

  • Event Coordinator:
  • The Event Coordinator shall work in coordination with the Judging Coordinator and other officers on any competitions held by SVHG, including those limited to members only and those open to the public.
  • The Event Coordinator shall work with the President and Competition & Judge Coordinator to plan, run, and solicit donations and sponsors for any and all events.
  • The Event Coordinator is responsible for scheduling any and all events including but not limited to:
    • Brewery Tours
    • Group Brewdays
    • Picnics/Cookouts
    • Competitions (Internal and external)
    • Brewing Experiments
    • Local Special Pint Nights
    • Local Brewery Takeovers
    • Trivia Nights

 

  • Assistant Event Coordinator:
  • The Assistant Event Coordinator shall be the right hand of the Events Coordinator and assist the Event Coordinator in all duties and responsibilities of the Event Coordinator.

 

  • Member at Large:
  • The Member at Large shall be the next person in line for filling in where needed if an officer is not able to perform their duties.
  • The Member at Large shall maintain club history and memorabilia. (Save any and all hardcopy and softcopy news articles.)
  • Take charge of special projects as approved by the club officers.

 

  • Web Master:
  • The Web Master shall maintain the SVHG web site located at www.shenbrew.org (a Joomla based site) and coordinate the posting and updating of all the club related activities. (I.E. meeting agendas and minutes, events, competitions and competition results in addition to any approved articles written by club members.)

 

  • Competition & Judge Coordinator:
  • The Competition & Judging Coordinator is preferred to be a BJCP Judge.
  • The Competition & Judging Coordinator will look for opportunities to get more members interested in judging beer and the BJCP.
  • The Competition & Judging Coordinator will peruse ways to motivate members to train to become BJCP Judges. (I.E. scoresheet training, tasting sessions, off flavor tasting events, and presentations.)
  • The Competition & Judging Coordinator handles and coordinates all competition judging events. (I.E. Hop Blossom, Iron Brewer, internal competitions.)
  • The Competition & Judging Coordinator shall keep the club informed of both local and national homebrewing competitions and provide all the details for those competitions via the group email and the SVHG Facebook page.
  • The Competition & Judge Coordinator coordinates with the President and Event Coordinator to plan, run, and solicit donations and sponsors for any and all events.

 

 

 

Article 5b – Officer Elections

 

SECTION 1 – Nominations

Self-nominations for officer positions will take place once every two years from the October meeting to the November meeting. (Nomination submissions should be sent to Eric Byers of Valley Homebrew, LLC via email eric@valleyhomebrew.com or in writing). Any member in good standing may self- nominate for an officer position. Members can’t nominate another member. The election results will be counted by Eric Boyers of Valley Homebrew, LLC and two non-running club members in good standing. The results of the election will be announced at the December meeting. 

 

SECTION 2 – Elections

All nominated members for each position will have an opportunity during the October and November monthly meetings to publicly address the club if they so wish. Elections will take place between the November and December monthly meetings via a password protected website setup by Eric Boyers of Valley Homebrew, LLC. All members in good standing may vote in the election. In the event of a tie, a runoff election between the affected members will ensue. The election results will be counted by Eric Boyers of Valley Homebrew, LLC and two non-running club members in good standing.

 

SECTION 4 – Term

Terms of office shall be for 24 months beginning January 1st and ending December 31st the following year. Newly elected officers will become trainees immediately following the elections and will remain trainees until their term starts on January 1st.  Trainees will have a transition meeting with their respective outgoing officer and will attend all officer related functions in order to learn the responsibilities of the position they are going to fill. Outgoing officers will serve as mentors for the newly elected officers for a period of two (2) months after their term has ended. 

SECTION 5 – Vacancies

If an officer leaves position prematurely, the remaining officers will appoint a new officer within 30 days. 

 

SECTION 6 – Removal of an Officer

If an officer has not performed or is unable to perform their duties, the remaining officers may remove and replace the officer by a unanimous vote.

 

 

Article 6 – General Meetings

  1. General meetings of The Guild shall be held are held on 3rd Friday of each month at 7:30 PM at Valley Homebrew 199 Sulky Dr. Winchester, VA.
  2. All attendees must sign in with the waiver form.
  3. Meetings shall last approximately one hour, the first part being Guild business, the second part being the presentation, and the third part being the sampling and discussion.
  4. Sampling will be allowed before and during the meeting. But when the meeting is officially going on, all other discussion needs to stop so that the Guild business can be addressed.
  5. Presentation talks shall last no less than 10 minutes, and no longer than 25 minutes.
  6. When a speaker has the floor, he or she shall not be interrupted unless he or she allows comments from members.
  7. The presenter shall not be interrupted until he or she gives up the floor or invites interjections from members, unless the presenter has exceeded the 25 minute time limit and is called to wrap up.
  8. The meeting adjourns when the sampling and discussion of the subject beer is finished.
  9. The adjournment of the meetings is called by the president.
  10. Socializing is permitted after the meeting only if invited to do so by Valley Homebrew or the hosting member.
  11. Alcohol consumption immediately after the meeting shall be done in extreme moderation, and shall cease at the discretion of the Valley Homebrew, The Leadership Officials and or a hosting member.

 

Article 7 – Finances

  1. Guild dues are $25.00 per member, per houshold, per year, to be paid to the Treasurer upon joining The Guild.
  2. All dues will be taken at the October SVHG Meeting Annually.
  3. Any members that start attending meetings and wish to become members after the month of May (Mid Year) can pay pro rated dues of $12.50.
  4. the guild takes a no pressure approach to dues. In the spirit of that, anyone that attends 3 meetings or more and has not become an official member and paid their dues will be asked to join and pay their dues or be worked with on their dues if they have issues paying them.
  5. Dues may be adjusted by consensus of the members via a vote.(Must have over 50% of the active membership vote)
  6. There will be donations accepted during all Guild Meetings, taken by the Treasurer.
  7. The presenters may be reimbursed for the cost of presentation (If any) by the Treasurer after submitting a receipt for the expense.(Limit $50 per Presentation)
  8. All reimbursements must be approved by the Officers in advance. We ask that you try to seek approval at least 2 weeks in advance.
  9. The dues are not refundable for any reason unless the society dissolves. Then funds in the account shall be distributed equally among existing members.
  10. The Leadership Officers will work to create a budget per year based on all funds collected from Membership dues and otherwise and present it to the members for a vote annually.
  11. Budget vote must gain at least 51% of the total members vote in order to pass.
  12. The budget will be made public to all guild Members.
  13. It will be standard practice that any payment from the Guild funds will be made by the Treasurer. If the Treasurer is unavailable/Out of town and then only the President and Vice President can make payments.

 

Article 9 – Meetings of the Leadership Officials

  1. The Officials shall meet from time to time as determined by the President. All meetings shall be announced in advance at a general meeting of The Guild.
  2. A majority of the Leadership Officers shall constitute a quorum.
  3. All Guild members may attend Leadership meetings, however, only Leadership Officers members may vote on any issues discussed at the meeting.

 

Article 10 – Club Activities and Competitions

  1. The Guild shall sponsor social activities and beer competitions from time to time, as proposed by the any Guild Member, and approved by the memberships. The Guild shall pay or make reimbursement for reasonable expenses for the brewing of beer and for the purchase of other necessary supplies.
  2. To participate in any Guild social activity, and to enter a beer in any competition designated “Club Only,” a member must be considered in good standing.
  3. All members are responsible for the behavior of their guests at Guild functions.

 

Article 11 – Guild Property

  1. Any property or equipment purchased with Guild funds shall remain Guild property. Any member in possession of Guild property shall surrender such upon request of a Guild Officer or upon ceasing to be a member of the Guild.

 

Article 12 – General Prohibitions

  1. The Guild shall not be organized or operated for profit.
  2. No part of the revenue of The Guild may under any circumstances inure to the benefit of any member or individual.

 

Article 14 – Adoption and Amendments

  1. These By-Laws shall become effective when adopted by a majority vote taken at a general meeting of The Guild.
  2. Suggestions for amendments to these By-Laws by members may be presented in writing to the Leadership Officers. All amendments must be approved by the Officers.
  3. Amendments to these By-Laws shall become effective when approved by a majority vote taken at a general meeting of The Guild.

 

Adopted: 9/21/12

Amended: 7/25/16