[HISTORY: Adopted by the Board of Commissioners of York County 9-14-1989. Amendments noted where applicable.]
GENERAL REFERENCES
Hospital and Home — See Ch. 219.
The name of this organization shall be "Pleasant Acres Auxiliary."
The purpose of this organization shall be to promote public interest in the York County Hospital and Home, known as "Pleasant Acres," and to provide services for its residents.
The York County Hospital and Home is a public institution owned and operated by the County of York, for residents of the county, under the supervision of the County Commissioners and under the direct administrative control of the Administrator. The policy of this organization shall be to undertake only such services and activities as are approved in advance by the Administrator of the York County Hospital and Home.
Copies of all minutes, reports, notices and news releases of the Auxiliary shall be filed with the Administrator and with the Director of Volunteer Services.
A. 
Any person who signifies interest in Pleasant Acres and is in sympathy with the purpose and work of the Auxiliary may become a member by payment of the annual dues.
B. 
Dues shall be $3 per year, or such amount as may be determined by the Executive Board, to be paid and renewed on the first of April each year.
C. 
Members are delinquent if dues are in arrears after June 1. Members will be dropped from the membership list for nonpayment after one year.
D. 
Members may be reinstated upon the payment of dues.
A. 
The officers of the Auxiliary shall be a President, a First Vice President, a Second Vice President, a Recording Secretary, a Corresponding Secretary, a Treasurer, an Assistant Treasurer and an Historian.
B. 
Officers shall be elected for a term of one year, to begin the first of June, and shall hold office until their respective successors have been elected and installed.
C. 
No officers, except the Treasurer, shall serve more than two successive terms in the same office.
D. 
Duties of the officers.
(1) 
The President shall preside at all meetings of the Auxiliary and Executive Board, shall appoint the Chairmen of all committees and shall be an ex officio member of all the committees except the Nominating Committee. The President shall prepare a detailed written report of the activities of the Auxiliary during the preceding year.
(2) 
In the absence of the President, a Vice President in order of rank shall assume the duties of the President. In the event of a vacancy in the office of President, a Vice President in order of rank shall become President for the unexpired term. The First Vice President shall serve as a Chairman of a committee.
(3) 
The Second Vice President shall be responsible for all programs. Notice of the annual meeting shall be given to the newsletter editor not less than four weeks in advance of the meeting.
(4) 
The Recording Secretary shall keep minutes of all meetings of the Auxiliary and of the Executive Board and shall receive and keep on file all reports and records of the Auxiliary and of the officers. These minutes are to be filed with the Administrator, the Director of Volunteer Services and the County Commissioners.
(5) 
The Corresponding Secretary shall conduct all correspondence of the Auxiliary and shall maintain a file thereof.
(6) 
The Treasurer shall record all moneys of the Auxiliary and shall keep them in accounts in the name of the Auxiliary.
(a) 
Funds shall be distributed only upon authorization of the Auxiliary or the Executive Board.
(b) 
Checks for Auxiliary funds shall require the signature of the Treasurer or authorized officer, the President.
(c) 
The Treasurer shall keep an accurate record of all financial affairs of the Auxiliary and shall submit a written report to each meeting of the Executive Board. The report to the annual meeting shall be a written one of all receipts and expenditures for the past year.
(d) 
The records of the Treasurer shall be audited annually.
(7) 
The Assistant Treasurer shall maintain the membership rolls and records of the Auxiliary, sending written notice for the payment of annual dues to each member by April 1. This officer shall receive the dues and remit to the Treasurer. The Assistant Treasurer shall serve as the Chairman of the Membership Committee.
(8) 
The Historian shall maintain all facts of an historical nature and shall provide an historical record.
E. 
Officers shall provide to their successors all procedures of their respective office.
A. 
The annual meeting shall be held in the month of May on a date to be set by the Executive Board at or before its March meeting. The business of the annual meeting shall include the election of officers and reports of the year's activities.
B. 
At least one additional meeting of the Auxiliary shall be scheduled by the President and the Executive Board to be held in October annually. The purpose shall be to consider pertinent business and to discuss volunteer services and all related matters. Twenty-five members shall constitute a quorum for the transaction of business during the general Auxiliary meeting.
[Added 10-26-1993]
C. 
The Executive Board shall meet at least once each month except during July and August. During these months meetings may be called at the discretion of the President.
D. 
Special meetings of the Auxiliary or the Executive Board may be held at the call of the President.
E. 
A special meeting of the Auxiliary or Executive Board may be called upon a written request of five members and may act only on the matter for which the meeting has been called.
A. 
The Executive Board shall be composed of the elected officers, the immediate past President of the Auxiliary, the Chairman of the standing committees and, in addition, ex officio, the Administrator of Pleasant Acres, the Director of Volunteer Services and two members-at-large appointed by the President with the consent of the Board. These members have a voice but no vote.
B. 
A majority of the Board shall constitute a quorum, provided that no fewer than three thereof shall be elected officers.
C. 
The President, with the consent of the Executive Board, shall have the power to establish and appoint special committees as the work of the Auxiliary may require. These special committees shall present written reports to the Executive Board and dissolve when the work is completed.
D. 
There shall be an Executive Committee of the Board of Directors which shall consist of the President, First Vice President, Recording Secretary, Treasurer and Advisor. Such Committee shall have the power between meetings to exercise and maintain all powers of the Board. A majority of said Committee shall constitute a quorum. All actions taken by said Committee shall be reported to the Board of Directors at the first meeting thereafter.
A. 
The standing committees shall consist of a minimum of three members and hold a minimum of two meetings per year. Written reports are to be submitted to the Executive Board after each committee meeting. Each committee shall prepare a written annual report. Each Chairman shall provide to his or her successor all procedures of his or her respective committee.
B. 
The committees are as follows:
(1) 
The Ways and Means Committee shall be responsible for suggesting the fundraising projects for the year, with Board approval, and may appoint a coordinator for each of these events.
(2) 
The Membership Committee shall be responsible for securing new Auxiliary members and presenting the "Pleasant Acres Story."
(3) 
The Communications Committee shall be responsible for informing the membership and the community of Auxiliary meetings, activities and needs by way of the newsletter and mass media.
(4) 
The Bylaws Committee shall review and consider recommendations for needed change. Recommendations of the Bylaws Committee shall be presented to the Executive Board to proceed with these recommendations.
(5) 
The Finance Committee shall prepare the budget and determine financial goals for the year.
(6) 
The Scholarship Committee shall be responsible for determining the number of scholarships awarded and the monetary value of each scholarship. Responsibilities also include the distribution and review of the applications and determining the recipients of the scholarships.
(7) 
The Auxiliary Recognition and Awards Committee shall identify all persons who have given dedicated service to the Auxiliary and recognize individuals who have made exceptional contributions to the cause of the Auxiliary.
(8) 
The Nominating Committee shall prepare a slate of at least one candidate for each office and shall secure written consent of each candidate. This slate of officers shall be presented at the March Executive Board meeting. This report is to be included in the written notice of the annual meeting. The immediate Past President shall serve as the Chairman of the Nominating Committee.
(9) 
The Country Store shall provide a service for the residents, personnel and guests at the York County Hospital and Home and raise money to be used for the residents' needs.
Nominations shall be made and reported by the Nominating Committee. Nominations may also be made from the floor at the annual meeting by any member, provided that the consent of the person to be nominated has been given, in writing, before placing the name in nomination.
All officers shall be elected at the annual meeting. Election may be by acclamation or by ballot. If by ballot, tellers are to be appointed by the President to count the ballots. A majority vote is sufficient for election.
Vacancies in office, other than the office of President and Vice Presidents, shall be filled by the Executive Board, upon recommendation of the Nominating Committee, for the unexpired term.
These bylaws may be amended by two-thirds vote (at least 25) of the members present at any meeting of the Auxiliary, provided that notice of the proposed amendment has been given, in writing, to all members at least two weeks prior to the time of the meeting.
A. 
All assets of the Auxiliary are hereby dedicated to the welfare of the residents of Pleasant Acres. In the event that the Auxiliary elects to dissolve or in the event that it becomes inactive, as hereinafter defined, all its bank accounts and any other assets shall become the property of the County Commissioners of York County for the specific use of the Residents Donation Fund.
B. 
The Auxiliary may be deemed to be inactive if two years have elapsed since the date of its last meeting or Board meeting.
Robert's Rules of Order Revised shall be used as the parliamentary authority for all procedures not specifically covered by these bylaws.