We, the Heart of the Alliance Kansas City FanForce, are a non-profit club comprised of individuals who enjoy the Star Wars films and other aspects of the Star Wars franchise. Our club was created in order to give Star Wars fans in the Kansas City area a chance to socialize and engage in activities relating to the varied aspects of the Star Wars franchise. We strive to keep Star Wars alive in the eyes of the Kansas City community and surrounding areas, and endeavor to give back to the community through charitable events. The Heart of the Alliance Kansas City FanForce is the officially recognized FanForce chapter for Kansas City, Missouri and the surrounding metropolitan area.

By-Laws

I. Name and Date of Club Formation
The name of our club shall be the Heart of the Alliance Kansas City FanForce. Our club was established on July 1, 2003, and became an official chapter of FanForce on July 27, 2003.

II. Policies
The Heart of the Alliance Kansas City FanForce is not affiliated in any way with Lucasfilm, Ltd., or its subsidiaries.
The Heart of the Alliance Kansas City FanForce does not discriminate on the basis of age, gender, religion, physical handicap, sexual orientation, race, nationality or ethnicity.

III. Membership
Membership is open to everyone. To become a member you simply need to post on the boards. There are three classes of membership:

Standard Membership:
Standard membership is attained when a member lives near or in Kansas City, MO.; posts on the forums regularly, and attends our meetings and events. Everyone is automatically in this group.

Full Membership:
Full members are standard members that have paid dues for the current year. Full members have full voting privileges. Full members are also eligible to serve as officers of the club.
Upon the beginning of the new fiscal year any previous full member (see description) has until the second meeting of the new fiscal year to pay dues before being reduced to a standard member. Within this grace period all privileges are still granted to said member. Upon the expiration of the period all privileges of full membership shall be rescinded until such time as the dues are paid in full. If a member pays dues for the first time in the last 30 days of the fiscal year, the dues are considered good toward the following year, but they also are considered full members for the remainder of the current fiscal year.

Honorary Membership:
Honorary membership is open to anyone regardless of geographic residence. Honorary members are allowed to post on our forums, receive our newsletter, and attend meetings and events of their choosing, yet are not eligible to vote on any club issues. Honorary membership may often be bestowed upon "celebrities" in the Star Wars community such as Star Wars actors, authors, those working for LFL etc.

IV. Finances/Dues

Financial Year
The Fiscal year for HotA is from October 1 through September 30.

Transition from old fiscal year (effective 2007):
All full members from the 2006-2007 fiscal year will have their full membership extended these extra three months. The ‘grace periods’ in effect around the end and beginning of the year will shift to accommodate this new fiscal year end period as well. Also, all council positions would remain staffed as in the 2006-2007 fiscal year through these extra three months.

Dues
While no one is required to pay dues to participate in HotA events, some things do require money. For this purpose, dues are collected. The amount of yearly dues currently is $15, and the amount may be changed each year by a vote of the council. While not required to participate in events, paying dues is required in order to vote or hold an position with the group (elected or unelected). Upon the beginning of the new fiscal year any previous full member (see description) has until the second meeting of the new fiscal year to pay dues before being reduced to a standard member. Within this grace period all privileges are still granted to said member. Upon the expiration of the period all privileges of full membership shall be rescinded until such time as the dues are paid in full.

V. Meetings/Events
Meetings:
We will have one official meeting per month (additional meetings may be called when there is a need) to discuss HotA business and vote on any issues before the group. Food and other refreshments will depend on the venue of the meeting, either a pot-luck affair, small donations to defray the cost of food and drinks will be taken, or in a restaurant-type setting attendees will attend to their own costs. The primary focus of meetings is to conduct the business of HotA, and there therefore have a more formal, serious tone. They often are followed by either some kind of activity or time to socialize. The council may also hold officer only-meetings. When planning meetings (and all similar events), we make every effort to pick a date that works for the majority of the member's schedules in locations that are accessible and at reasonable cost.

Official events:
These events are in addition (or may occasionally coincide with) meetings, which together should be the bulk of the events planned. We should have at least one official event per month (in addition to or in conjunction with the one meeting per month). Events can be general social (BBQs, movie viewings), Charity/service opportunities, or when possible more directly Star Wars/Sci-Fi related activities such as convention, premieres, and costuming appearances. Obviously, many events cross these categories and this list also is not all inclusive.
All regular and full members (and their guests, provided space allows) may attend official events. At any official event, all attendees are expected to conduct themselves in a manner that is appropriate for the surroundings and does not reflect poorly on HotA. This is especially true in public settings and when dealing with charity/service groups. Please refer to the misconduct section below for more details.
Generally, events are geared toward all ages, including children. However, most of the members are legal adults and often our meetings are held in venues that serve alcohol (such as restaurants and bowling alleys). Members that are legally able may consume alcohol at events held where the venue is open to the public and serving alcohol. Official HotA events held in private (either at a private residence or a privately-rented room or park) cannot include serving or consumption of alcohol.

Unofficial events:
HotA is a social circle, and as such, its members may organize events and get-togethers outside the above 'official' capacities. Even when discussed and planned on HotA's forums, these events are not officially sanctioned unless designated so by the high council. The 'rules of conduct for these events is determined by the host/organizers of the event, though the high council and forum staff reserve the right to eliminate discussion of events that include illegal activities.

VI. Voting Regulations
All full members will be allowed to vote on any issues brought up at a General meeting or any issue being voted on the forums. Guests of members, first time attendees, and members not living in the Kansas City area will not be allowed to vote. An exception will be made for those members who are residents of the Kansas City area yet are currently attending school elsewhere, provided their breaks are spent in the Kansas City area. An exception will also be made for persons whose permanent residential address is in the Kansas City area, but whose jobs might not permit them to be in country most of the time, such as those in the military.

All elections will be won by a simple majority either by the show of hands, or by posting your vote on the forums or official meetings. There are a few exceptions to these rules:
The positions of President, Vice-President, Secretary, Public Relations Officer, and Treasurer are elected positions and will be voted on by a simple majority. Yearly elections (to be held every September) will be held for these five (5) positions to allow other members a chance to serve. Elected officers will serve until they resign, move out of the geographic area of Kansas City, or are removed through a 3/4 vote of no confidence by the remaining club officers. Proxy voting via PM or email will be allowed for election of officers, although anonymous voting is preferred at the designated September meeting. Any member may abstain from voting for a given position or write in the name of any other eligible member. Nominations for any position can be made by any Full Member of The Heart of the Alliance Kansas City FanForce at the August or September meetings (or in between by submitting a PM to any two council members). If no nominations are made for a specific position, the current holder of that position will maintain their current post unless they choose to decline re-nomination. When all nominations are on the table and accepted, if the total number of members nominated across the five council positions is 4 or less, than the positions and nominations shall be combined as follows: Vice President/Secretary and Treasurer/PR. Should any nominee be running unopposed, the position must still be voted on. In order to win, a person must receive more than half of the votes cast, including abstentions.

It should be noted that a Council Member may choose to resign at any time and other current Council Members will fill in until a replacement can be found, through an election if necessary. In the event that a vacant position has no nominations for the July elections that position will be kept vacant until such a time as when a nomination is made for said position. At that time a special election will be made the following month.

Occasionally an issue will come before the club that requires discretion and will be voted on by the HOTA officers. In order for a decision to pass in the Council, it must receive 3/5 votes or better for passage. If for some reason a Council Member is unable to attend a meeting where voting is required, or if there is currently a position that is vacant voting will still commence as planned provided that at least 3 officers are present to vote on the issue. In the event that there are only 4 officers present during a voting session, the Vice-President will cast the tie-breaking vote.

Other officer/VIP positions will be appointed at the President's discretion. These honorary positions are awarded to people who perform a service to the club above and beyond the call of duty, charitable and otherwise. The President will attempt to ensure that the members of the Officers Council will represent the other club members by appointing council members of varying ages, interests, and talents. The titles may be rescinded if the member acts in a way that is unbecoming to a club officer.

Club Founders will hold life-time honorary officer positions unless they resign, move out of the geographic area of Kansas City, or are voted out by a unanimous decision by the other officers.

Campaign Regulations:
Those who are nominated for The HOTA Council may wish to speak on their own behalf why he or she should be elected. To insure that campaigning stays friendly, each person may make a five minute oral statement prior to the election. This statement may not be derogatory or slanderous to other members in anyway. This statement should be based on what the member plans to bring to the HOTA Council and what goals he or she would like to achieve. Nominees may answer direct questions from Council members either in private or via PM. No questions should be asked of the candidates at public meetings or on the HOTA discussion board without prior approval of the current HOTA council.
If at anytime a candidate breaks these regulations prior to the election. The current HOTA council will vote whether to remove that candidates name from the ballot. If a current Council member is running against said candidate, he or she shall recuse himself or herself from the vote.

VII. Misconduct
While it is hoped that no member must be expelled from the group, it is prudent to have measures in place should the need arise. If any member of the club feels that another member or officer should be expelled, that person is encouraged to approach any officer they feel comfortable approaching with his/her complaint. The complaint must be in writing and delivered via PM, email, or written letter to the officer. The officer receiving the complaint must present the complaint to the council of officers within 24 hours. At that time, the council will begin an investigation and discussion of the complaint, and determine the best course of action.

General Misconduct:
-Any person attending an HOTA meeting or event who acts disorderly or is in any way disruptive will be asked to leave the meeting or event.
- Consumption or possession of illegal substances or possession of firearms at an official HotA event are not allowed.
- Consumption of alcohol is not permitted at official HotA events except as outlined in the Meetings and Events section, and even then excessive consumption of alcohol is not allowed. Excessive consumption of alcohol is defined as drinking to the point of intoxication or where behavior becomes belligerent or abusive. No alcohol or tobacco should be consumed in public view by any member while representing the group in costume.
-Any violation of the Terms of Service at FanForce will be considered a violation of HOTA by-laws. If a permanent ban vote is passed by 3/5 of the officers' council, that member will be banned from attending all future meetings/events, and banned from posting on the FanForce and HOTA groups. The HOTA will actively seek a restraining order against any member if deemed necessary to protect the other members.

Conduct that justifies expulsion:
-Engaging in any illegal activity while attending a club function
-Threatening another member with physical violence on the forums or during a meeting or event
-Committing physical violence against another member
-Harassing or stalking another member via email, phone, PM, instant messenger, or written letter
-Repeated unsolicited sexual advances toward another member.
The HOTA reserves the right to call in local law enforcement officers to enforce these rules.

VIII. Underage Members
Anyone, regardless of age, may become a member, post on the forums, and attend official meetings and events. However, anyone under 18 years of age will be required to attend official meetings and events with a parent or legal guardian.

IX. Promotional Release
Members of the HOTA often will be photographed and videotaped while out in public at events, or at club meetings.
Promotional Release Form for the HOTA:

I, the undersigned, hereby consent to the use of any videotapes, photographs, slides, audiotapes, or any other visual or audio reproduction in which I may appear by the HOTA. I understand that these materials are being used for promotion of the HOTA, which includes recruitment and fund-raising efforts.
I release HOTA from any liability connected with the use of my picture or voice recording as part of any promotional, recruitment, or fund-raising program.
Date______
Signed______________________________

X. Vehicle Use Policy Statement
Designated Drivers must meet the following qualifications:
1) Licensed driver must be 21 years or older
2) Driver must be group leader designated by HOTA to drive the vehicle as transportation for other group members
3) Driver must have a satisfactory Traffic Violations and Vehicle Accident Record.
4) Driver must sign acknowledgement of the "Responsibilities of Designated Driver", which includes an understanding of insurance coverage as it pertains to the driver.
5) Drivers for the HOTA will obey state traffic laws, and drive defensively and carefully, and be willing to sign an affidavit to that extent
6) Liability and property damage insurance is required for cars carrying passengers (children or adults) to and from HOTA events. Proof of insurance must be provided and kept updated and on record with the club before anyone can act as a driver for any event.
7) The HOTA intends to use Driver Checklists for trips, which include: complete directions, contingency plans for emergencies and regular eventualities (restroom stops), contact numbers of cell phones in other vehicles, and a list of names of all people riding in that particular vehicle to make accurate headcount for return trip.
8) Seatbelts are required for all passengers in vehicles used for HOTA events.

Sample Affidavit:
Acknowledgement of Responsibilities of Designated Driver

I have read and will adhere to the responsibilities governing the use of personal vehicles while transporting people to and from HOTA sponsored activities.
I am aware that automotive insurance liability will generally follow the flow below in the event of an accident, and as such, subject me to certain liability risks.
Owner of vehicle_________________________
Driver of Vehicle_________________________
Signature of Driver_______________________
Date _____/_______/_________

XI. Officers of the Heart of the Alliance Kansas City FanForce
Council members of The Heart of the Alliance Kansas City FanForce shall consist of the FanForce Chapter Representative/ President, Vice-President, Secretary, Public Relations Officer, Treasurer and Webmaster. As membership grows, these duties may be split further as deemed necessary by the Council. The affairs of The Heart of the Alliance Kansas City FanForce will be managed by this Council which shall meet as needed, but at least annually. The meeting will be held on such date, at such hour and in such place as designated by the general consensus of the Council as a whole.

Fan Force Chapter Representative/President (Elected)
-Chairs meetings
-Serves as liaison between members and officers
-Serves as liaison between the HOTA and FanForce
-Serves as a liaison between the HOTA and the Kansas City Community
-Serves as a point of contact for local businesses and media
-Receives reports from other officers and offers direction
-Sets meeting agenda items with the help of other officers
-Helps organize events as needed

Vice-President (Elected)
-Assumes leadership if president resigns
-Presides over meetings in President's absence
-Fulfills duties of other officers if they are absent from meetings
-Assists President in organizing meetings and events, and whatever else is required
-Casts the deciding vote in the event of a tie.

Secretary (Elected)
-Helps the President in preparation for meetings, gathering topics etc.
-Writes and publishes meeting minutes and HOTA online Newsletter (if applicable)
-Records meeting attendance
-Provides the, Promotional Release, other forms and insures that all information is up to date
-Keeps a list of all the officer names, addresses, phone numbers, and email addresses, and makes this information available to the other Council members as needed
-Manages all documents needed for the club

Treasurer (Elected)
-Single point of contact for all financial matters
-Maintains active log of club treasury, income, and expenditures
-Collects all money taken along with the member's name, the amount they have paid, and the cause

Public Relations Officer (Elected)
-Establishes and maintains contacts with outside organizations for the promotion of the club
-Tracks and identifies the need for promotional materials
-Coordinates promotional activities
-Responsible for writing up announcements of various club events and submitting them to the Official Site, the Star Wars Insider, Bantha Tracks, and local media.

The HOTA Council has the exclusive right to appoint the following positions. All appointed positions are non-voting positions. Elected persons may serve in appointed positions simultaneously. All HOTA members may serve in more than one appointed position. All appointed positions will be affirmed by a 3/5 majority council vote. Similarly, all appointed positions may be relieved of their position by a 3/5 majority council vote. In either case if the person in question is a council member he or she must recuse him or herself from voting.

Webmaster (Non-Elected)
-Single point of contact for all matters dealing with the Heart of the Alliance website (www.heartofthealliance.com).

Forum Administrator(s) (Appointed)
-Point of contact for all matters dealing with the Heart of the Alliance web forum.
-May appoint forum moderators as forum traffic and user base dictates.

Club Historian (Appointed)
-Single point of contact for collecting all pictures, clippings, flyers, and other media that serves as a record of Club activities

Club Photographer (Appointed)
-Responsible for taking pictures at any and all club events
-Responsible for getting event photos to the Historian

Assistant PR Officer (Appointed)
-Assist the PR officer with anything that might be needed.
-Assist with covering the opposite side of the KC metro area
All appointed positions including webmaster are non-voting positions. All appointed positions will be affirmed by a 3/5 majority council vote.

XII. Dissolution of the Club
If, for any reason, the Heart of the Alliance Kansas City FanForce should ever disband, the officers shall be charged with the liquidation of all club assets, settlements of all liabilities, and taking down the website. The current assets of the club include:
None as of yet

XIII. Amendments to Charter
All amendments to this charter will be voted on by first the Council and must pass by a 4/5 majority before being placed before the membership to vote, who must pass the amendment by a 2/3 majority vote. If at any time the amendment fails to be ratified it must be reviewed by the Council and voted on again. Once an amendment is ratified it will take effect on the first of the month following the ratification of the amendment.

Amendment I
Clarified non-elected positions.
Amendment II
This Amendment establishes three classes of membership, membership dues, and HOTA's financial year.
Amendment III ratified 8/11/07
This amendment provided for a ‘grace period’ for full members at the beginning of each fiscal year.
Amendment IV ratified 11/14/07
This amendment changes the definitions in official events in relation to alcohol policy.
Amendment V ratified 4/12/07
This amendment provides for a 'grace period' for full members at the end of each fiscal year.
Amendment VI ratified 4/30/07
This amendment adjusts the fiscal year to begin in October instead of July. It also has one-time provisions to extend full membership and officers to cover the extra time.

Charter taken from the Chattooine Outer Rim Lookouts Charter February 14th 2005 and later modified by HOTA