Statutes for Rogaland Cigar Forum     

Initiation meeting was held 26.4.00 and the statutes below were passed.

INDEX – Statutes  
Chap.1   Name & Purpose
Chap.2   Membership
Chap.3   Organization
Chap.4   Economy, business and auditing
Chap.5   Misc. rules


CHAPTER 1 – Name and purpose 

 §1 - Name
The name of the club is Rogaland Cigar Forum 

§2 - Insignia
The name and insignia of the club may not be used without permission of the board. 

§3 – Organizational connections 
The establishment of branches and/or affiliations with Norwegian or international clubs must be approved by the General Assembly. 

§4 - Purpose
The purpose of the club is to promote the social atmosphere by taking the time to enjoy fine cigars in good company, to bring like-minded cigar aficionados together, and to further cigar culture both in the private and public space. 


CHAPTER 2 – Membership

 §5 - Membership 
a) There is no limit to the number of members in the club. 

b) Only active cigar smokers are accepted into the club. The prospective member must be recommended by two club members and approved by the board.

 c) The board can reject prospective members who may be harmful to the club’s reputation, but such a decision can be brought before the General Assembly.

d) The membership is valid only after payment of the membership fee, and is invalidated if the fee is not paid and after the member has been given due notice. 

e) The 12 first registered members of the club are the founders and shall always be represented in the board, either directly or by proxy. When a founder leaves the club the remaining founders will supplement themselves among the other members, preferably by registration date.

 §6 – Membership fee
The membership fee for the following year is set by the General Assembly after suggestion from the board. The fee is due on 31. January of the fee year.

  
§7 – Member obligations 
a) The members - when representing the club - are committed to behaving in such a way as to further the purpose and reputation of the club, and to live up to the club statutes. 


b) Members who fail to pay the membership fee in due time or have other debts to the club, do not enjoy membership rights.
 
§8 – Membership stop 
Membership in the club stops when: 

a) The member resigns

b) The member does not pay the membership fee or others debts to the club.


c) Expulsion due to violation of §7 must be suggested by the board to the General Assembly and demands 2/3 qualified majority. 


§9 - Resignations 
Members who wish to resign the club must inform the board of this in writing and at the latest a month before the membership fee is due. Otherwise the membership fee for the following period must be paid. 


§10 – Honorary members 
The board may suggest an honorary membership to the General Assembly for highly merited cigar smokers. This demands a 2/3-qualified majority, and the vote is taken without any debate. Honorary members do not pay any membership fee, but they have the same rights and duties as other members, including expulsion rules.


CHAPTER 3 – Organization 

§11 – The club management and organization 

a) The General Assembly is the club’s highest authority and it is convened every year by the end of April. It is called by the board with a minimum of two weeks notice. Along with the summons the board must send the agenda, signed annual report, signed and audited financial statement, suggestion of candidates for any open posts, suggestions and matters that the board wish to make at the General Assembly, and a presentation of any suggestions and matters brought forward by other members that the board have denied. There is no a.o.b. at the General Assembly. Suggestions for the General Assembly must be received by the board at the latest on 1. March.

 b) The club is managed by a board consisting of 5-7 members who are elected for two years. The 

      board constitutes itself. Proxies cannot be used. Any calls for written elections are decided by

      absolute majority. At least half the board must be recruited from the founders, either directly

      or by proxy.

     The board appoints any committees or panels that it feels will serve the club’s purpose, and

     reports from these are included in the annual report from the board. 

§12 – The General Assembly handles the following matters: 


a) Approval of the summons and agenda, election of chairperson, reporter and two members to sign the minutes. 

b) Annual report 

c) Audited financial statement 

d) Suggestions from the board, including amendments and/or changes to the statutes. 

e) Setting the membership fee 

f) Elections to the board 

g) Elections to the nominating committee 

h) Election of the auditor(s) 


§13 – Extraordinary General Assembly 
An extraordinary General Assembly may be called if the board, auditor or at least 20% of the members demand it. The summons must be sent out at least 14 days ahead, together with the papers. Meeting and voting rights are the same as for the regular General Assembly.

§14 – The board 

a) The board consists of 5-7 members: President, vice president, secretary, treasurer and board members. It forms a quorum when at least 3/5 of its members are present. The board meets at it’s own discretion, but may be summoned when at least 3/5 of its members or one of the founders demands it. Minutes of the meetings must be taken.

b) Members who are involved in any cigar business cannot be member of the board. 


§15 – Nominating committee 
The nominating committee is elected at the General Assemble and consists of a person suggested by the founders and a person suggested by the board, along with a person without any other offices in the club. The nominating committee suggests candidates for any vacant offices and also accepts suggestions from other members. The nominating committee elects its own leader. 


CHAPTER 4 – Economy, business and auditing 
 CHAPTER 4 – Economy, business and auditing 
CHAPTER 4 – Economy, business and auditing 
§16 – Business management 
The club’s activities should be directed towards enjoyment, and any business ventures should be kept to a minimum. The board may enter into agreements on projects that will benefit the club and its members. All such agreements must include an article that states that the venture is without risk and responsibilities for the club.

§17 - Auditor 
The General Assembly elects the auditor(s). The auditor(s) audits all the club’s financial statements and supervises all economic endeavours that the club and the board is involved with. Only persons with financial knowledge and experience can be elected as auditors. 


CHAPTER 5 – Misc. rules 

§18 – Changing of the statutes 
Changing of the statutes can only be done at the ordinary General Assembly with at least 2/3 qualified majority. 

§19 - Voting 
Honorary memberships, expulsion of members, changing of the statutes and the dissolution of the club requires a qualified majority. 50% of the votes are required where nothing else is mentioned in the statutes. If a matter is tied and must be taken to a second vote the founders have a casting vote. If the vote is still tied the president has a casting vote.


§20 - Dissolution 
For the dissolution of the club a ¾-qualified majority is required at the ordinary General Assembly. The decision must then be confirmed at an extraordinary General Assembly with at least a ¾-qualified majority. Any properties of the club fall to whomever the two General Assemblies decide.