CHARLOTTE HARBOR PARROT HEAD CLUB BYLAWS
(AMENDED July 2026)
ARTICLE I
Name and Purpose
A. Name: The organization shall be called The Charlotte Harbor Parrot Head Club, Inc., herein referred to as the Club or CHPHC.
B. Purpose: The Charlotte Harbor Parrot Head Club, Inc. is a 501(c)(3) nonprofit organization. Its mission is to offer activities for people interested in a tropical lifestyle inspired by the music and writings of Jimmy Buffett and other Trop Rock musicians, while also giving back to the community.
C. Bylaws: These bylaws constitute the code of conduct and rules adopted by the Charlotte Harbor Parrot Head Club for the regulation and management of its affairs.
ARTICLE II
Membership
A. Membership: Membership in the Charlotte Harbor Parrot Head Club shall be open to all, regardless of sex, creed, nationality or sexual preference. A member will be considered in good standing as long as his/her dues are current.
B. Dues: The annual dues of CHPHC will be as follows:
Dues will be collected throughout the fiscal year, which is January 1st through December 31st.
Dues are set by the Board of Directors, herein referred to as the BOD.
Annual renewals are due on the member’s anniversary date, which is the month he/she joins.
Members have a thirty-day grace period to pay dues without a loss of club status or benefits.
Any member who has not paid dues by the end of the grace period will be considered to have terminated his/her membership.
Termination of membership results in a loss of Parrot Points (points accrued by members for volunteer hours) for the fiscal year.
Any member wishing to terminate his/her membership will not be refunded any portion of his/her dues without a majority vote of the Board of Directors.
Payment of dues after termination will reinstate membership under a new membership start date, but the original end date will remain the same.
C. Special Memberships:
Honorary membership is a lifetime membership awarded by a majority BOD vote to an individual who has helped the club, such as a business owner who has supported club functions. Honorary lifetime members do not have voting privileges.
Complimentary membership may be offered to a CHPHC member who has provided outstanding service to the club. Complimentary membership will be awarded by a majority BOD vote and will have the same voting privileges as any other member in good standing.
D. Removal of Membership: A membership may be revoked by a majority vote of the Board of Directors at any time if that member is found to have committed any of the following acts: misfeasance, malfeasance, misrepresentation, fraud, misuse of the Charlotte Harbor Parrot Head Club’s assets (including its membership roster) or any other act that the Board of Directors deems to be detrimental to the reputation of CHPHC. The preceding may also be used as reasons for denial of membership to any potential member. Any membership fees paid prior to removal will not be refunded.
ARTICLE III
Board of Directors
A. General Powers: The Board of Directors of the CHPHC shall manage all business matters of the club.
B. Numbers and Powers:
1. Executive Committee:
The Executive Committee shall be the President, Vice President, Secretary, Treasurer, Membership Director, Social Director, Communications Director, Entertainment Director, Charities Director and two Members-At-Large. Each Executive Committee position shall have one (1) vote on all matters before the Executive Committee.
The Executive Committee shall be elected by a majority vote of all members in good standing.
The Executive Committee will be responsible for ensuring that all CHPHC activities are conducted within the guidelines of Parrot Heads in Paradise, Inc. (PHiP). The BOD will be empowered to make decisions between business meetings to ensure these goals are met.
2. Founders: The Club's Founders are Tracy & Matt Lehn. As such, they and their family are permanent, complimentary, lifetime members of the CHPHC, and they are members of the BOD as long as they choose to remain members of the Club in good standing. Their permanent status on the BOD are as advisory members.
3. Immediate Past President: Upon the election of a new President, the past President shall serve on the BOD for one (1) year in an advisory capacity.
4. Term of Office: The Club will elect its officers for two-year terms. Members will elect one-half of their officers each year on an alternating basis. The President, Secretary, Membership Director, Communications Director and two (2) Members-at-Large will be elected in one cycle in the odd numbered years. The Vice-President, Treasurer, Social Director, Charities Director and Entertainment Director will be elected in the next cycle in even numbered years. To run for the office of President, any candidate must have served as a member of the BOD for a minimum of 1 (one) year. No elected officer shall serve continuously in the same elected position for more than two terms, unless no other candidate applies for the office and/or the incumbent is approved by the BOD to run for an additional term.
5. Vacancies: Vacancies in all positions can be created by resignation, abandonment of duties, or by violation of any articles of the by-laws. If any member volunteers for the position, the President must inform the BOD the name of that member for approval. If more than one person volunteers for or is nominated for the position, the BOD will decide by majority vote which candidate to accept. People filling vacated positions shall be appointed for the duration of the term that was vacated.
6. Election Officer: To begin the election process, the President will call for a volunteer or nominate a member of the Club to act as Election Officer (EO). The EO may not be a candidate for any office, a spouse or significant other, or related to a candidate applying for any club office. The BOD must approve the nomination of the EO. If desired or needed, the EO may form a small ad hoc committee to assist in the election process. The EO will interact with the BOD to determine the dates when nominations will open and close, when biographies/resumes will be due to the EO, when balloting will begin and end and when the results will be announced. The EO shall maintain the privacy and integrity of all assigned duties.
7. Nominations: Nominations for offices will open in the month of April each year or as specified by the BOD. Any member in good standing may nominate any member in good standing for office, including themselves. Candidates for office will submit a bio/resume to the EO prior to the end of the nomination period.
8. Elections: Ballots will be sent to all members in good standing at least two (2) weeks prior to the close of the election, the date of which will be set by the BOD. No ballots will be accepted after the designated closing date. If a tie vote occurs, the tiebreaker for each office will be determined by the majority vote of the BOD. If an elected officer, other than President, cannot complete his/her term of office, the President will nominate, or receive nominations for, another club member to assume the duties of the vacated office for the remainder of the term. The BOD will vote on those nominated to fill a vacated office. If the office of President is vacated, the office will be filled by the Vice President. New Directors will take office at the first BOD meeting following the announcement of the election results. It is recommended that both outgoing and incoming Directors attend said meeting to facilitate the transition.
Article IV
Officers
The Club’s Board of Directors shall consist of the following officers:
A. President:
Serves as the official Club representative at meetings, events and community activities.
Oversees all offices and activities within the Club.
Approves and ensures that required reports are filed in a timely manner to assure that the Club remains in compliance with the requirements of PHiP.
Releases, or approves the release of, official communication to the Club and to outside organizations.
Acts as primary Club contact with PHiP.
Promotes the Club's mission through affiliations to ensure the Club becomes involved within the community and elsewhere in the area.
Nominates or receives nominations for replacements of any vacancies on the BOD. If any member volunteers for the position, the President must relay to the BOD the name of that member for approval. If more than one person volunteers for or is nominated for a position, the BOD will decide by majority which candidate to accept.
B. Vice President:
Fulfills any or all duties of the President if/when he/she is unable or incapable of doing.
Ascends to the office of President if the President resigns or is removed from office.
Acts as secondary contact with PHiP.
Acts as primary contact with PHiP and within the Club for the distribution of any concert tickets.
Performs any other duties as needed or requested by the President.
C. Secretary:
Records minutes of all general membership business meetings.
Records minutes of all BOD meetings and documents any email votes taken between BOD meetings.
Prepares all required reports for PHiP and other entities as needed.
Distributes copies of minutes and reports to the BOD and members upon request.
Designates a BOD member to take minutes at any BOD meeting at which the Secretary is unable to attend.
Collects and tabulates the votes on all issues other than office elections.
Sends all correspondence relating to Club matters as directed by the BOD.
Performs any other duties as needed or requested by the President.
D. Treasurer:
Serves as the fiscal officer of the Club.
Records receipts and disbursements of all financial transactions of the Club.
Furnishes records and prepares monthly reports for business meetings or when requested by the BOD.
Ensures that Federal and State tax returns are filed as necessary to maintain 501(c)(3) status.
Ensures that the annual fee to renew the Club’s charter with PHiP is paid in full prior to the due date.
Performs any other duties as needed or requested by the President.
E. Membership Director:
Enrolls new members, renews memberships, and maintains a database of all Club members.
Ensures that each member is provided with an official Club badge and lanyard.
Performs any other duties as needed or requested by the President.
F. Social Director:
Oversees all Club social events.
Plans, executes and recommends to the BOD a schedule of activities consistent with the Club’s mission and PHiP.
Submits the times and locations of all Club social events to the Communications Director for publication to the membership.
Performs any other duties as needed or requested by the President.
G. Communications Director:
Oversees the flow of online communication, including websites, newsletters and other social media formats and keeps all input up to date.
Assists in developing and implementing strategies and plans to communicate the organization's message to the membership and to the public.
Performs any other duties as needed or requested by the President.
H. Entertainment Director:
Serves as the single point of contact between the Club and performers who are contracted to entertain at Club events.
Ensures that entertainment is provided for Club social events if needed.
Maintains an annual plan of entertainment for Club meetings.
Performs any other duties as needed or requested by the President.
I. Charities Director:
Identifies and evaluates potential local charities for the BOD to consider.
Acts as the Club's primary liaison for charitable groups that the Club chooses to support.
Maintains an annual plan for charities that the Club supports, making changes as needed.
Performs any other duties as needed or requested by the President.
J. Members-at-Large (2):
Serve as liaisons and spokespersons between the membership and the BOD.
Manage any projects that the BOD votes to pursue.
Take responsibility for recruiting and managing volunteers for the Club.
Perform any other duties as needed or requested by the President.
Article V
Meetings
A. Meetings: The CHPHC will hold social meetings at locations designated by the BOD. As a private club, attendance is limited to members in good standing and their guests. Members must display their badges to enter the venue. Members may bring guests; however, each guest may attend only one meeting per year and must sign in with a hosting member.
B. Business Meetings: The Club will hold at least one annual general business meeting at a place and at a time designated by the BOD. The BOD may schedule other general business meetings at its discretion. The President will conduct all meetings, or in his/her absence, the Vice President or his/her designee. All members in good standing will be encouraged to attend the general business meetings. Members will conduct themselves in an appropriate manner, or they will be asked to leave the meeting. The Secretary will ensure that minutes are taken at all business meetings and made available upon request. Club members and prospective members may attend meetings.
C. Board of Directors Meetings: The BOD will meet at least once each quarter (a three-month period). The BOD may schedule additional meetings at its discretion. In the event an issue arises for which a decision needs to be made before the next scheduled BOD meeting, the BOD may use email to conduct these discussions and votes. Email votes are to be documented by the Secretary and reported in the subsequent BOD meeting minutes. The Secretary will ensure that minutes are taken at all BOD meetings and reported at the next BOD meeting. If a member wishes to address the BOD, he/she must present an agenda item to the Secretary at least 48 hours prior to the scheduled BOD meeting. The member will then be given the opportunity to address the BOD and discuss the issue to the extent the BOD may make a decision.
D. Quorum: A quorum is defined as fifty percent of the Executive BOD members plus one.
E. Actions without a meeting: Any action required or permitted to be taken by the Board of Directors under the Florida Corporations Not for Profit Act, the Articles of Incorporation and these bylaws may be taken without a meeting. If all Directors individually and collectively consent in writing, setting forth the action to be taken, said action will be valid and binding.
Article VI
Committees
The BOD may appoint committees and committee chairs to achieve the objectives of the organizations. Such committee chairs may include: Activities Chairperson; Member Liaison Chairperson; Sponsorship Chairperson; Mini-Mart Store Manager; Club Photographer; Environmental Chairperson; and Public Relations Chairperson. Their status will be confirmed annually by vote of the BOD. The BOD will vote to approve a nomination or, if there is more than one nominee, the position will be determined by a majority vote. The BOD reserves the right to add/delete chairs as needed.
Article VII
Finances
A. Fiscal Year: The fiscal year of the CHPHC will run from January 1st until December 31st of each year.
B. General Operating Fund: Membership dues will constitute a General Operating Fund for the Club that can be supplemented by activities designated by the BOD.
C. Reimbursement: Reimbursement to any member who has incurred expenses on behalf of the organization must be accompanied by a written request for reimbursement, to any member of the BOD. Proper documentation. including receipts, must be submitted with the request. The President, Vice President and Treasurer are the BOD members authorized to sign reimbursement checks. The Treasurer may approve and pay expenditures up to a maximum of $300, while expenses over $300 must be approved in advance by the BOD.
Article VIII
Amendments
Any proposed amendment to these bylaws must be presented to the BOD. The BOD may modify the amendment as necessary, approve the amendment by two-thirds (2/3) majority vote and if approved, notify the membership of the change.
Article IX
Dissolution
In the event of dissolution of the Club, the BOD will donate all assets remaining after the payment of all legal expenses and other financial obligations to a charity or environmental cause previously supported by the Club and designated by the BOD.
AMENDED: July 2026
PO Box 510892
Punta Gorda, FL 33951
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