SOUTHWEST BONANZA SOCIETY FLY-IN POLICY
To all hosts of a Southwest Bonanza Society Fly-in Event
Thank you for hosting an event for SWBS. This packet has been assembled to help you with your hosting.
1. The location, agenda, and estimated cost of your fly-in must be approved by the
SWBS President or Vice-president.
2. Fly-in events will be financially independent.
A. The SWBS will not normally reimburse hosts for cost overages. Exceptions may be by the SWBS Board of Directors in the case of unusual circumstances.
B. An accounting of the actual revenues and costs of the event shall be given to
the SWBS Treasurer within 30 days after the event.
C. Funds in excess of the actual cost of the event shall be given to the SWBS Treasurer within 30 days after the event.
a. The intent of the SWBS is for fly-in events to be revenue neutral or generate a small overage. If the overage from an event is determined to be excessive by the SWBS Board of Directors the SWBS Treasurer will issue partial refunds to the event attendees.
3. Hosts will determine the cost per person for the event, and notify each member (with the assistance of the SWBS Secretary) via an email containing details and costs of the event and a registration form for the event.
A. It is expected that the hosts will use due diligence and good business practices when determining costs for their event. It is recommended that the hosts add
20% to variable costs to cover contingencies.
B. Event expenses for which advance payment at the time of registration for each attendee include, but may not be limited to the following:
a. Transportation during the event.
b. Entrance fee to all scheduled sites.
-:c. Meals included in the registration fee. Alcoholic beverages consumed
during these meals are the responsibility of the individual members
unless specifically included. d. Hospitality room if provided.
4. The SWBS Secretary will assist the hosts in emailing details and a registration form
for the event to individual members, and will also post event details and a registration form on the SWBS website.
Registration and Cancellation Policies. A separate sheet explaining these policies in full is included in this packet. The policies are available for members to read on the SWBS web site. A statement that the SWBS Cancellation Policy is in effect should be written at the bottom of your event flyers, advertisements, and the registration form in bold letters.
Hospitality Room Policy. Hosts need to determine if a hospitality room will be provided. A separate sheet describing the hosts responsibilities for the hospitality room is included in this packet.
Hosting an event is not hard. With a little effort you can have a successful event. Hosting is not a competition; please don’t try to outdo the ones before you. Hosting can be a very rewarding experience where you share your city, or one of your favorite places with your fellow SWBS members and friends.
Any of the SWBS officers or directors will be glad to assist you any way they can.
SWBS REGISTRATION POLICY
1. Attendees are to pay the full registration fee for multi-day events 60 days in advance (unless otherwise specified by the hosts) by a personal check made payable to the hosts and mailed to the address shown on the registration form.
A. For single day events where fees are required the fees are similarly paid 45 days in advance.
B. For free single day events paid for by SWBS the SWBS may require the hosts to charge a $10.00 “good faith” registration fee per attendee to be paid by personal check payable to SWBS and mailed to the hosts 30 days in advance of the event. This fee will be refunded in full if the registrants attend the
event. If the registrants do not attend the event, or fail to cancel in accordance to the SWBS cancellation policy the fee will be retained by the SWBS.
C. Registration periods may be extended at the discretion of the hosts.
D. Attendance at some events may be limited to a maximum number of attendees because of facility, transportation, and/or other limitations. The order in
which the registrations are received will determine who is able to attend.
SWBS CANCELLATION POLICY
1. Full refund is authorized to any attendee unable to attend if notice is provided to hosts
30 days prior to the event.
2. Partial or full refund, as determined by the hosts, is authorized if attendee cancels 15 days prior to the event.
3. No refund is normally authorized if cancellation is made less than 15 days prior to the event. An exception to this may be made at the sole discretion of the hosts in the event of death, injury, illness, or other catastrophe.
4. If an entire event is cancelled because of severe weather or catastrophe the SWBS Board of Directors will work with the event hosts in an effort to refund as much of the registratiorf fee as possible.
SWBS HOSPITALITY ROOM POLICY
Hospitality rooms at multi-day events have proven to be very popular. The hospitality room gives us a chance to relax and visit with our fellow members. Individual hosts will determine if a hospitality room is viable, and the times it will be open.
The hospitality room may be a hotel/motel room (suite or meeting room if possible)
where the majority of the attendees are staying, or at a separate location.
Most previous hosts have provided beer, wine, and sometimes liquor for the hospitality room. This is not a requirement, and is at the discretion of the hosts. If alcoholic beverages are not provided the host will include a message to this effect in the registration information so that attendees who desire may BYOB. The hosts are expected to provide soft drinks, water, snacks, ice, disposable cups and plates, etc.
The hosts will include all costs associated with the hospitality room in the registration fee.
SOUTHWEST BONANZA SOCIETY BYLAWS
ARTICLE I – OBJECTIVES
The objectives of the corporation (hereinafter called the “Society”) shall be:
- To promote and encourage education and instruction in the operation and
maintenance of Beechcraft Bonanza and Baron (including Debonair and Travel Air) aircraft.
- To cultivate friendship and sociability among members.
ARTICLE II – MANAGEMENT
BOARD OF DIRECTORS
- Powers. Except as otherwise required by law, or provided by these bylaws
the management of the Society, its property, and affairs shall be vested in its
Board of Directors.
The Board may from time to time propose to the general membership for
ratification action on matters upon which members are entitled to vote. This
shall be accomplished by a Board resolution submitting the matter to the
general membership by email or postal mail.
The Board may also, on matters not requiring membership approval, submit
questionnaires to the general members to determine the preferences of the
membership and aid the Board in its management function. The results of such
a referendum shall be advisory in nature and not binding on the Board.
- Number of Directors. The Board of Director shall consist of seven members,
at least two (2) of which are from the State of Texas, elected from and by the
general membership of the Society.
- Term of Directors. The regular term of each director shall be two (2) years.
Each term shall commence immediately following the Annual Meeting of the
membership held in the year of election and terminate two (2) years hence.
Each director’s term shall be sequenced so that at least one (1) and no more
than three (3) directors shall be elected in any one year (exclusive of filling
- Vacancies. The Board may fill any vacancy occurring on the Board by reason
of death, illness, disqualification, resignation, or other than regular expiration,
and such person shall serve for the unexpired term of the directorship vacated.
- Qualifications. Each director shall be a member of the Society in good
standing. Each director shall be a certificated pilot, and/or be a Beechcraft
Bonanza or Baron owner or lessee, in whole or in part. Each candidate for
the Board of directors shall agree in advance to serve as an officer of the
Society if so chosen at any later date. Members who have previously served
as officers or directors are eligible to serve again after a one (1) year absence
from the Board.
- Nominating Committee and Membership Nominations. The Board of
Directors shall appoint a Nominating Committee at least three (3) months
prior to the Annual Membership Meeting consisting of three (3) members of
the Society, no more than one of whom shall be a current member of the
Board. The Secretary shall notify the membership by email that
nominations are being accepted. The Nominating Committee shall consider
any recommendations made by the membership. The Nominating Committee
shall thereafter nominate one candidate for election to each directorship
expiring at the next Annual Membership Meeting, and certify such
nominations to the Secretary at least thirty (30) days prior to the Annual
Meeting. The Secretary shall notify the membership by email of the nominees.
Nomination of candidates for each expiring directorship may also be made by
means of a Membership Petition for Nomination in accordance with the
(a) Statement of nomination containing the name of the candidate, address
of residence, and a short biographical sketch.
(b) At least 12 signatures of proponents of the petition who are members
of the Society in good standing, each followed by printed name and
address of residence.
(c) Affidavit of the person being nominated that he or she has been
contacted by the nominators and has agreed to become a board member
(d) Such nominations will be closed twenty (20) days prior to the Annual
- Election. In the event that no nominations of candidates have been made by
the membership no ballots shall be prepared or mailed , and the nominations
certified to the Secretary by the Nominating Committee shall be considered to
have been duly elected by the general membership.
If an election is required the Board of Directors will prepare a ballot, and
the Secretary will provide the ballot via email to each member in good
standing at least fifteen (15) days prior to the Annual Meeting. Ballots shall
be marked and returned to the Secretary via email prior to the Annual Meeting,
or presented at the meeting. Expiring directorships willed be filled in
accordance to the number of votes each nominee receives. The Secretary
shall report and certify the results of the election to the membership via email
and by publication in the Society Newsletter no more than ten (10) days after
- Unanimous Consent Action. An action may be taken without a meeting of the
Board of Directors, or of any committee thereof, provided that prior to such
action a written consent is signed by all members of the Board or committee,
and the consent is made part of the minutes of the Board, or is certified in
writing to the Board by the committee. Email shall be an acceptable method
of providing written consent. Telephone polling of the Board or committee
members resulting in unanimous opinion shall suffice to permit immediate
action provided the written consent or certification is compiled as soon as
- Meetings. The Board of Directors shall meet at the call of the President, or at
the call of any five (5) of its members, and shall meet at least once annually.
Four (4) of the current Directors shall constitute a quorum. Written notice
of each meeting shall be provided via email by the President or Secretary to
all Board Members at least seven (7) days prior to the meeting unless waived
in writing by all Board Members. The meetings shall be conducted in accordance
with Robert’s Rules of Order.
- Compensation. The members of the Board of Directors shall not receive any
pay for their services.
- Committees. The Board of Directors may establish committees composed of
Board and/or Society members to advise and assist the Board.
ARTICLE III – OFFICERS
- Election. The officers of the Society shall be a President, a Vice President, a
Secretary, and a Treasurer, at least one of whom must reside in Texas. The officers
shall be elected by the Board from among the members of the Board immediately
following the Annual Meeting for a term of one (1) year. The officers elected shall
assume office and begin serving their term immediately following their election. No
director will be eligible to be President until having served at least one (1) full year
of a regular term as a director. If any office becomes vacant during the year the
Board shall select a replacement from among its members to fill the unexpired term.
Officers may be requested to serve an additional term or terms by unanimous
approval of the Board of Directors.
- Duties. The duties of the officers of the Society shall be:
President. The President shall be the chief executive officer of the corporation.
He/she shall preside at all meetings of the Board of Directors, and at all meetings of
the members. However he/she may designate any member of the Board of Directors
to preside at any such meeting. In his/her absence, should he/she have failed to make
such a designation, the presiding officer at any such meeting shall be the Vice
President, Secretary , or Treasurer in that order. He/she shall be in charge of the
general business of the corporation, shall execute contracts on behalf of the
corporation, and shall see that all orders and resolutions of the Board of Directors are
carried into effect. He/she shall be an ex officio of all standing committees, and shall
have the general powers and duties of supervision and management usually vested in
the office of the President of a corporation.
Vice President. The Vice President shall, in the absence or disability of the President,
perform the duties and exercise the powers of the President, and shall perform such
other duties and the Board of Directors shall prescribe.
Secretary. The Secretary shall make or cause to be made a record of the proceedings
of all meetings of the Board of Directors. He/she shall give notice of all meetings
herein provided for, shall have in his/her charge the master membership lists of
current members for use in determining those members entitled to vote, shall email
any or all ballots, and shall have other duties as may be determined by the Board of
Treasurer. The Treasurer shall have custody of the Society’s funds and securities,
shall keep or cause to be kept a full and accurate account of the receipts and
disbursements in books belonging to the Society, shall collect and mail all dues
notices by email or other means determined by the Board, shall deposit all monies and
other valuable effects in the name of and to the credit of the Society in such
depositories as may be designated by the Board and take paper or electronic vouchers
for such disbursements, and shall render to the Board of Directors monthly an account
for all transactions as Treasurer, and of the financial condition of the Society.
ARTICLE IV – FUNDS
The President and Treasurer shall have access to all corporate financial accounts. The
Treasurer shall ordinarily perform all financial transactions for the Society. In the event
the Treasurer cannot perform his/her duties the President shall perform the Treasurer’s
duties until such time the Treasurer can resume his/her duties or a new Treasurer is selected.
ARTICLE V – REPORT OF OFFICERS
The President and Treasurer shall each submit to the membership at the Annual Meeting
a written report of his/her conduct of the Society’s business with respect to his/her office
during the past year. The Treasurer’s report shall be in sufficient detail to present a full and
accurate accounting of the financial operations and the financial condition of the Society.
ARTICLE VI – MEMBERSHIP
- Geographical Area. The geographical area of the Society as authorized by The
American Bonanza Society is comprised of the States of Arkansas, Louisiana, New
Mexico, Oklahoma, and Texas. Interested parties outside of this area may also join.
- Qualification – Dues All persons interested in the objectives and purposes of the
Society shall be eligible for membership. The membership of the Society shall consist
of new and existing members who have been received into membership upon making
application and have paid the current year dues as established by the Board.
The Board of Directors may designate and appoint persons as Honorary Members of
the Society, with or without voting privileges as determined by the Board.
- Members in Good Standing. Members whose dues are currently paid, and whose
membership has not otherwise been revoked are members in good standing.
- Revocation of Membership. Any member whose conduct at any SWBS event is
deemed unacceptable by the Board shall be advised of this by the President.
Further similar conduct at any SWBS event shall be cause for immediate revocation
- Membership Meetings. The Annual Meeting of the members shall be held during the
period beginning April 1 and ending June 30 each year. The date and location of the
meeting will be determined by the Board. Written notice of the time and place of the
Annual Meeting shall be made by email to all members in good standing no less than
fifteen (15) days and no more than forty five (45) days prior to the meeting.
- Special Meetings. The Board of Directors may call a special meeting of the
membership. The notice of such meeting, in addition to the items specified
above, shall specify the objective thereof and no business except as designated
in the notice shall be transacted.
- Quorum. At all meetings of the membership ten percent (10%) of the total
membership present and entitled to vote constitute a quorum. If less than a
quorum is present the meeting may adjourn without notice. Any business on
the agenda of the meeting may transacted at a subsequent meeting.
- Business – Regular or Provisional. If a quorum of the general membership is present
at the Annual Meeting or Special Meeting a majority of such members may vote to
take certain actions on which the members are entitled to vote, and such actions shall
be effective and binding on the Society.
- If less than a quorum of the general membership is in attendance a majority of
the members present may vote provisionally to take certain actions on which
members are entitled to vote. The Secretary shall, as soon as possible but no
more than ten (10) days after such meeting submit the provisional resolution
to the membership by means of ballot emailed to those members entitled to
vote at such meeting. The provisional actions shall become effective if the
majority of the general membership votes to ratify and approve such actions.
- Matters Entitled to Vote . A member in good standing of the Society shall have the
right to vote as described above on the following matters:
- Election of Directors
- As provided by the laws of the State of Texas, the Articles of Incorporation,
and the Bylaws of the Society.
- To amend the Articles of Incorporation or the Bylaws.
- To dissolve and/or reorganize the Society.
- Any matter submitted by the Board of Directors to the general membership
for ratification, approval, or referendum.
- To recommend by resolution to the Board of Directors that it take action on
specific matters within its management function.
ARTICLE VII – HEADQUARTERS
The Southwest Bonanza Society is incorporated as a 501(c)(3) non-profit corporation
in the State of Texas. The official address of the corporation must be in Texas and must
be the address of an officer of the corporation. The official records of the corporation,
together with the charter and the seal shall reside with said officer at the official address.
The aforementioned officer shall be designated by the Board of Directors and changed
as the term of the officer expires.
ARTICLE VIII – AMENDMENTS
The Bylaws of the Society may be amended by the majority in attendance at the Annual
Meeting, or at a special meeting called for this express purpose, plus any proxy votes
received by Secretary provided this majority constitutes a quorum and provided that the
proposed amendments have been published and sent to the general membership via email
at least thirty (30) days prior to the meeting.