If the fundamental that serves as the foundation of democracy in the organization's laws are not upheld the procedure is valueless. With the deepest admiration to Lillie Mae Skannal.   

FILING WITH THE STATE OF MISSOURI

S- CLUB MUST FILE WITH THE MISSOURI SECREATARY OF STATE BY AUGUST 31, EACH YEAR. 

S-CLUB MUST FILE TAX FORM 990 WITH IRS EACH YEAR.

FAILURE TO FILE TAXES WILL RESULT IN THE LOSS OF THE S-CLUB'S TAX EXEMPTION. 

Chairing the Meetings

1. Call to Order - The chair or presiding officer calls the meeting to order at the scheduled time. 
2. Opening Prayer- Begin the meeting with an opening prayer.
3. Roll Call-Take attendance and ensure a quorum is present.
4. Agenda and Purpose      
   • "Today's agenda is [briefly list main topics]". 
   • "The purpose of this meeting is to [state the main goal or outcome]". 
   • "We'll be focusing on [key areas of discussion]". 

         5.  Approval of Minutes - Review and approve the minutes from the previous meeting.

         6.  Reports - · Officer Reports,  Committee Reports, · Special Reports

         7.  Old Business - Discuss any unfinished business from previous meetings.

         8.  New Business - Introduce and discuss new items of business. 

         9.  Announcements -Make any necessary announcements.

        10. Adjournment -Formally end the meeting.

• Making a Motion: A member must be recognized by the chair before making a motion. The member then states the motion, typically beginning with "I move that...". 
• Seconding the Motion: Another member must second the motion by stating, "I second the motion". 
• Chair's Role: The chair then restates the motion and opens it for discussion. 
• Debate: Members  can debate the merits of the motion, but must first obtain the floor from the chair. 
• Amendments: Members can propose amendments to the motion, but they must be seconded and voted      on separately. 
• Voting:  After sufficient debate, the chair calls for a vote on the motion. 
• Order of Precedence: Robert's Rules provides a specific order of  precedence for various motions, meaning some motions take priority over others. 
• Types of Motions: There are several types of motions, including main motions, subsidiary motions, incidental motions, and motions that bring a question again before the assembly. 

Key points to remember:

• Motions must be seconded before they can be discussed. 
• Debate must be focused on the merits of the motion. 
• The chair plays a crucial role in facilitating the discussion and vote on the motion. 
• Provides a structured process for handling motions, ensuring fair and orderly decision-making. 

Example:

• I motion that_____ 
• Someone seconds the motion. 
• Open the floor for questions. 
• It's motioned by (whomever) and seconded by (whomever).  
• By a show of hands all in favor. 
• By a show of hands all that oppose. 
• The motion was accepted by a show of hands in favor for the motion.  
• It was motion by a show not to accept the motion.  

Meetings 

1. Meetings are monthly. 
2. Meetings are on the second Sunday of the month. 
3. Meetings can only be postponed/altered for events involving the entire family.
4. Meetings are not held at the family reunion. 
5. Monthly meeting are not schedule the same month of the family reunion. 
6. Minutes must be kept at all meetings. 
7. No meetings shall be held without inviting the family.  
8.  All meeting organizers must ensure that invitations are sent to every family member.
9.  Arrangements should be made to accommodate the presence of all family members, including virtual options if necessary. 
10. Meeting agendas should be shared in advance to allow family members to prepare and participate actively.
11. Anyone in the family can attend any committee meeting but they may not make a motion or vote. 
12. The agendas at the committee meeting are to be kept within the meeting. 
13. Members have the right to have notice of all committee meetings. 
14. Meetings should end on time with an action plan
15. Before a vote is taken, the Chair puts the question by saying "Those in favor of the motion. Those opposed say "No." Wait, then say "The motion is carried," or "The motion is lost." 

Voting 

1. During a debate stay on the topic, the evidence, and the reasoning behind each position, keep the conversation respectful and productive, avoid using a person’s name when responding to an argument, Instead, refer to the idea, claim, point, or position being discussed.
2. Only one main motion can be pending at a time. 
3. Only one member can be assigned the floor at a time. 
4. Members take turns speaking. 
5. No member speaks twice about a motion until all members have had the opportunity to speak. 
6. Members listen when others are speaking. 
7. The member who makes a motion is entitled to speak first. 
8. The person who makes the motion has the first right to speak to the motion 
9. In debate, members do not cross talk, or talk directly to each other, when another member is speaking. All remarks are made through and to the chair. 
10. Every decision must be voted on. Every decision must be voted on by facts without prejudice.
11. All officers must be voted in.
12. Families must not side with one another to get an motion passed.
13. Don't vote for someone's motion because you like them or against someone's motion because you don't like them, vote for what's best for the organization. 
14. Voting must have a subject, then a motion, a second motion, any objections, no objections means the subject is approved. Those in favor of the motion say aye,  those opposed say nay, the agenda is approved as presented, read, or voted.  
15. Members keep discussion to the issues, not to personalities.  The chair "Will the speaker keep his (or her) remarks to the issue at hand?" 
16. If a motion is out of order, the chair states, "The motion is out of order," not "The member is out of order. 
17. The president/chair always announces the result of the vote.
18. Members can ask for a revote when a motion and vote has passed by members that have collaborated together to get a motion passed unfairly. 
19. Motions should be discussed at the S Club meetings not in side meetings.
20. A tie vote, flip a coin.
21. If there is no law in place the members can vote the additional law in. 
22. A member does not have to vote. 
23. If a member arrives late a interruption of a vote can happen only before any votes are made. If voting is in process continue to take the votes without the late vote. 
24. When a motion is of direct personal  or monetary interest to a member and no one else that member is not allowed to vote.
25. A member has to nominate a member for office.  No member can nominate themselves for an office. No second is required on a nomination for office.
26. Member can only hold one office at a time. 
27. An officer nominee must have attended three consecutive meetings and 70% of the meetings for that year to run for office. Example: six meetings must have attended four meetings three consecutive with one off.  
28. If a member doesn't agree with the chair's ruling they can appeal it, this needs a second. 

Members

1. Members can not vote unless they have attended three consecutive meetings or actively involved with the S Club and current on their dues.  
2. All family members eighteen years or older must pay dues.
3. All family members must pay family reunion registration fees.
4. Members have the right to make a motion to take a vote by ballot during a controversial issue. A ballot vote preserves members' privacy and prevents possible retaliation for the way they voted.
5. Members have a right to be informed of the work of the organization. 
6. Members have the right to hear reports of board action, committee work, and officers. 
7. Members always have the right to question or discuss a main motion. After the president asks for discussion, members can give reasons why they think.
8. Members are welcomed to present ideals which are presented to the group to decide upon. 
9. Members have the right to be heard when they're accused of wrongdoing.
10. One of the most important rights that members have is the right to vote.  At the same time, the majority never has the right to silence or take away rights from the minority, absent members, or individual members.
11. Everyone gets the right to present, speak to, and vote on ideas. 
12. All members have the right to be considered for office. 
13. Those powers not specifically given in the bylaws enable members to reverse decisions made by boards and officers. 
14. All members are equal - they have equal rights and responsibilities. 
15. Members have the right to resign from office or from the organization. 
16. For a democracy to succeed, the members must work harmoniously together. To accomplish this, each member must know the purpose and goals of the organization, its rules, the rights of each individual member, don't let a small group of the membership do all the work.  This creates divisions and promotes authoritarianism.
17. Members speak clearly and loudly so all can hear.  
18. Members have the right to know by previous notice when there is a proposal to rescind or amend something previously adopted. 
19. The members must feel that any vote taken is a fair vote. If any member doubts the results of a voice vote, the member can call out: I call for a division, I doubt the result of the vote. 
20. Members have the right to make a motion to take a revote during a controversial issue.

The Organization Rules

1. Know who created the S Club the CEO'S Willie & Lillie Skannal.
2. Know why the organization exist and it's purpose.
3. The S Club has no leaders only officers and committees to assure the meetings are ran effectively.
4. Upon the death of our father. The first born son becomes the new head of the family. The patriarch starts with the eldest worthy son then passes down by birth right. Only in the case of unworthiness or death of the birthright sons the patriarch passes to the second-born sons in the same order. Each son must be of sound mind to be a patriarch. 
5. The S Club has two parts the business and the fun side the family reunion.
6. It is important to maintain separate bank accounts for the business and the family reunion. Dues and registration fees should be kept separate to avoid crossing funds. This also helps to maintain accurate records and taxes. 
7. Select a goal then work together as a team. The mission of a goal does not require a leader but a team.     
8.  The organization is run with impartiality and fairness. Law and enactment rule the organization, not the whims of the leadership. The rules are applied equally, impartially, and fairly to all and not just a select few. 
9.  Everything is accomplished in the spirit of openness, not secrecy. Members have the right to know what is going on within the organization by attending meetings, inspecting the official records, and receiving notices and reports from committees, officers, and boards. 
10. Moving out of town does not exclude any family member from any of the agendas.
11. Another threat is for a small group to work secretly behind the scenes to accomplish its own goals or its own agenda and then push it through without the rest of the membership having an input either through discussion or through the investigative process. Such actions cause mistrust and hostility.  
12. Business fundraisers are to balance the extra cost to started, purchase, or maintain the business(s) only.
13. The Bylaws are essential for the governance and operation of the S Club They outline the structure, rules, and procedures that ensure the S Club functions smoothly and effectively. It is vital to regularly review and update bylaws to address changing needs, improve clarity, and ensure compliance with current regulations 

Dues and Registration fees

1. Registration fees and dues are non-refundable unless you have been excluded from the event. However a credit can go towards your unpaid dues or the following year's dues or registration fees. 
2. Family additions after dues/registration are paid could put the family in the next payment bracket. 
3. Your dues must be current except for affliction to be a part of any family businesses. 
4. Dues are for the business side, birthday cards, condolence flowers and cards, graduations gifts, wedding gifts, new birth gifts, etc. Registration fees and fundraiser are for the family reunion celebration.   
5. Members can not vote unless they have attended three consecutive meetings or actively involved with the S Club and current on their dues. 
6. All family members eighteen years or older must pay dues. 
7. All family members must pay family reunion registration fees.   
8. Use of Funds. Membership dues shall be used for the administrative purposes of the organization, including, but not limited to, birthday cards, condolence flowers and cards, graduation gifts, wedding gifts, new birth gifts, and other approved expressions of support or recognition.  
9.  Registration fees and proceeds from fundraising activities shall be used exclusively for expenses associated with the family reunion celebration. 

Family Reunion

1. No meetings are held at the family reunions. Family may discuss the location of the next family reunion.
2. The family reunions are in June but can be altered if June is not compatible. 
3. Family reunion fundraisers are to balance the extra cost for the family reunion only.
4. Family reunions are a part of the S Club.
5. The family reunion should have it's own bank account. 
6. Analyzing annual expenses from the bank accounts for family reunions will support more accurate budgeting and planning for future events.
7. All receipts must be submitted to the Treasurer within three days of the date the funds were spent. Receipt dates must correspond with the reported expenses. If the dates do not match or required documentation is not provided, the President, Treasurer, and/or members reserve the right to deny additional funding to that member. In such cases, the S Club may appoint a new member to oversee or receive the approved funds. 

Family Reunion         S Club Financial Separation and Budget Integrity Bylaw

Article I – Purpose

The purpose of this bylaw is to ensure financial accountability, transparency, and responsible stewardship of all funds received and managed by the S Club and the Family Reunion Committee. Under no circumstances shall personal funds, S Club funds, or Family Reunion funds be commingled except as voluntary donations.

Article II – Separation of Funds

1. Personal funds, S Club funds, and Family Reunion funds shall remain separate at all times.
2. S Club funds shall be used only for approved S Club business and activities.
3. Family Reunion funds shall consist solely of registration fees, approved fundraising proceeds designated for the reunion, and donations specifically designated for the reunion. These funds shall be used only for Family Reunion expenses.
4. Under no circumstances shall S Club funds be used to cover Family Reunion budget shortfalls, nor shall Family Reunion funds be used for S Club expenses.

Article III – Personal Purchases and Donations

1. Members are not required to use personal funds to pay for S Club or Family Reunion expenses.
2. Any member who voluntarily purchases an item or pays an expense with personal funds does so as a voluntary donation.
3. Members should not expect reimbursement for voluntary purchases made outside the approved budget or purchasing process.
4. If a member is not willing or able to donate the difference in cost, the purchase shall not be made.

Article IV – Budget Compliance

1. A budget shall be established and approved before expenditures are made for the Family Reunion and for S Club activities.
2. All purchases must remain within the approved budget.
3. If the desired item or service exceeds the approved budget, the purchaser shall select a less expensive alternative, reduce the quantity, or eliminate non-essential items in order to remain within budget.
4. Overspending is prohibited. Budget overruns shall not be covered by transferring money from another fund.

Article V – Financial Integrity

1. Financial decisions shall be made with the goal of protecting the long-term financial health of both the S Club and the Family Reunion.
2. Members entrusted with purchasing responsibilities shall exercise sound financial judgment and seek the best value while remaining within budget.
3. Maintaining separate funds protects transparency, accountability, and the trust of all family members.

Family Reunion         Enforcement

Any expenditure that violates this bylaw may be denied reimbursement . Future purchasing authority may be limited for individuals who repeatedly fail to comply with these financial policies.

Family Reunion        Financial Management and Trustee Responsibility 

Serving as a custodian of the S Club or Family Reunion funds is both an honor and a significant responsibility. When the family entrusts a member with the care, management, or expenditure of its funds, it is demonstrating confidence in that individual’s integrity, judgment, and commitment to acting in the best interest of the family.

Every person entrusted with family funds is expected to exercise honesty, transparency, accountability, and sound financial judgment. Decisions should always be made with the understanding that these funds belong collectively to the family—not to any individual. Every dollar should be treated with the same level of care and respect as if it belonged to every family member personally.

Those responsible for making purchases or approving expenditures should seek the best value, remain within the approved budget, maintain accurate records, and avoid unnecessary or excessive spending. If an item exceeds the approved budget, a more affordable alternative should be selected rather than exceeding the budget or using funds designated for another purpose.

Members entrusted with family funds should never feel obligated to use their own personal money to compensate for budget shortages or unplanned expenses. Likewise, they should never rely on S Club funds to cover Family Reunion expenses or use Family Reunion funds to support S Club activities. Maintaining clear financial boundaries preserves fairness, accountability, and trust.

The family’s trust is one of its greatest assets. That trust should be protected through careful stewardship, open communication, accurate financial reporting, and unwavering integrity. By faithfully carrying out these responsibilities, financial stewards help ensure that the S Club and Family Reunion remain financially sound, transparent, and united for generations to come.

This policy reinforces that handling family funds is a position of trust and emphasizes stewardship, accountability, and transparency while maintaining a respectful and encouraging tone.

Family Reunion        Food Purchasing and Fairness Policy

The S Club and Family Reunion are committed to managing family funds responsibly and ensuring that all family members are treated fairly and equitably.

1. Family Reunion funds and S Club funds shall not be used to intentionally overspend on food or beverages beyond the approved budget. Food purchases shall be based on the approved budget, the expected number of registered attendees, and reasonable planning to minimize unnecessary waste.
2. In the event that food remains after all registered attendees have been served, any leftover food shall be made available fairly and equally to all family members in attendance. No individual, household, or particular branch of the family shall receive preferential access to leftover food.
3. Registered attendees, whose registration fees helped purchase the food, shall have an equal opportunity to take reasonable portions of any remaining food after the event’s meal service has concluded.
4. No person responsible for serving, purchasing, or managing the food shall reserve, set aside, or distribute excessive amounts of leftover food to a select group of individuals while denying the same opportunity to other family members.
5. Food distribution shall be conducted in a fair, orderly, and respectful manner so that all attendees have an equal opportunity to share in any remaining food.
6. The purpose of this policy is to promote fairness, responsible stewardship of family funds, and unity among family members by ensuring that purchases made with family funds benefit the family as a whole rather than a select few.

This policy makes it clear that family funds are to benefit everyone fairly and that leftover food should be distributed equitably, especially among those whose registration fees helped pay for it.

Officers

1. Officers are, president , vice president, secretary, treasurer and sergeant at arms.
2. Newly voted in officers shall not take office until the prior administration has completed the transactions of all old business but must not to exceed two family meetings.  
3. The presiding officer ensures that all sides of an issue are heard and that the rules of debate are carefully followed. These measures prevent a small group from railroading a motion through.
4. If the presiding officer wants to voice an opinion about the issue under discussion, the presiding officer relinquishes the chair to another officer so that he or she can speak and vote.
5. The presiding officer doesn't take sides but allows all to be heard equally in debate. If the presiding officer wants to voice an opinion about the issue under discussion, the presiding officer relinquishes the chair to another officer so that he or she can speak and vote.
6. All officers promotes courtesy, fairness, respect, impartiality, and equality. This ensures that everyone has the same rights, and that no individual or special group is singled out for special favors. 
7. The president and all officers can not use their position to persuade or coax members to vote the way they want them to vote, voting is a fair decision without influence from officers, iniquity is not allowed.
8. Any officers found to be side barring or acting with unfairness can be asked to step down or voted out.  
9. If an active officer misses three or more consecutive meeting without cause or four monthly meetings out of 12 in the year the officer can be relieved of duty.

President Role:  

The role of the president/chair is shaping the culture and values of the club. By promoting courtesy, fairness, respect, impartiality, and equality, they create a strong foundation for a inclusive environment where every member can contribute their best. These principles are not just ethical but practical strategies for building a reliable, resilient, and successful Club. Through the leadership, the president/chair can inspire and empower members, ensuring that the club thrives and upholds its commitment to equal rights.

1. The PRESIDENT is selected by the members and will serve as president for a two year term. The president can not serve more than a two year term. 
2. The president/chair promotes courtesy, fairness, respect, impartiality, and equality. This ensures that everyone has the same rights, and that no individual or special group is singled out for special favors. 
3. If no chair is available the president , secretary or voters can appoint one. There should be a chair in every meeting. 
4. The chair, in absence of the sergeant at arms sets a time limit for each member to speak in the meetings. 
5. All questions should be directed to the Chair not to the members. 
6. The president will ask the secretary to do roll call. This assist with keeping attendance. 
7. The president will ask the secretary to read the minutes, the minutes of the previous meeting are read and approved. 
8. The president/chair will ask the treasurer to read all reports. The Chair: Are there any questions? 
9. The president/chair  “We’ll now move on to unfinished business.  The Chair: Are there any questions? 
10. The president/chair states,  “The meeting is now open for new business”  
11. The president/chair ask “Are there any announcements?” 
12. The president or chair ask “May I please have a motion to adjourn the meeting?” 
13. Take up business one item at a time. Doing so maintains order, expedites business, and accomplishes the purpose of the organization. 
14. Must attend all S Club meetings and events: 
15. Monitoring and responding to all questions. 
16. Speaking on behalf of the organization. 
17. Co-running monthly meetings.
18. Frequently connecting and communicating with new members. 
19. Being the voice of the organization.
20. Providing high-level strategies to the officers.
21. The president is who everyone depends on to be fair and lead by good judgement. 
22. Being a mentor/consultant for the next President for the minimum duration of two months after the completion of their 2 year term.

Vice President Role: 

1. The VICE PRESIDENT is selected by the members and will serve in the role for a 2 year term.  The Vice President’s duties include, but not limited to:
2. Being present at all meetings and events.
3. Welcome new members 
4. Speaking on behalf of the organization as needed.
5. Working in collaboration with the President.
6. Co-running monthly council meetings.
7. Frequently communicating with new members.
8. Engage and oversee committee chairs and overall committee progress.
9. Being a mentor/consultant for the next Vice President for the minimum duration of two month after the completion of their 2 year term. 

Secretary's Role  

1. The Secretary is selected by the members and will serve in the role for a 2 year term.  The secretary duties include, but not limited to:
2. Know and receive the agenda of the meeting.
3. Create and distribute the minutes of the meetings.  
4. Circulating agendas and reports.
5. Checking that agreed actions are carried out.
6. Greet new members.
7. Speak with outside originations and respond to originations via telephone or email.
8. Book meeting rooms, event centers, set up zoom calls.
9. Write emails, memos and letters.
10. Implement and/or develop office procedures and record systems.
11. Manage and maintain all S Club files, confidential, documents, and records. 
12. Order and maintain supplies for the S Club. 
13. Document financial information.
14. Prepare and mail outgoing mail.
15. Assist with presentations and reports
16. Unlike the president and vice president the secretary can opt to stay in the office for unlimited time as long as the members are in agreement by voting. 

Treasurer's Role  

1. The Treasurer is selected by the members and will serve in the role for a 2 year term.  The treasurer duties include, but not limited to: 
2. Welcome new members.
3. The treasurer handles the money with high standards and set a tone of integrity.  
4. The Treasurer should receive, reconcile and share the bank statements with the members, write checks. 
5. Incoming checks should receive immediate restrictive endorsement, and be deposited within a week, with no cash back.
6. Outgoing checks must be supported by an approved invoice, receipt, or a voucher. If a fellow volunteer asks for a reimbursement but doesn’t have a receipt, respond “I wouldn’t be doing my job as Treasurer if I didn’t insist on receipts from everyone.
7. If funds are requested from the treasurer all receipts must be turn in to the treasurer the same day the monies were spent. The dates must match and if not the treasurer and/or members have the right to question why.  
8. Checks should require two signatures and never be signed in advance. Alternatively, permits one signature for small checks $500 and below.
9. The treasurer prepare timely financial reports. 
10. Timely and reliable financial information is the underpinning of good stewardship and sound financial decision making.  Without this information there’s no way to track budget performance.
11. It is important to maintain separate bank accounts for the business and the family reunion. Dues and registration fees should be kept separate to avoid crossing funds. This also helps to maintain accurate records and taxes.  The bank can separate the accounts using the main bank account as the hub. 
12. The treasurer gives the budget amount to the committees for all event.
13. The treasurer will plan and evaluate with a budget.
14. Preparing an effective budget starts with asking committees to estimate what they’ll need and to provide specific proposals for financing it. Reviewing last year’s budget is a key part of the process.
15. The treasurer must use the previous years banking information to stay within the guidelines for the budget for each future family reunion. This helps to prevent over spending.    
16. The treasurer confirm contributions a prompt thank you letter that includes what donors need for tax purposes.
17. The treasurer identify and manage risk, take the lead in safeguarding your organization’s assets, data, and personal information.  
18.  The treasurer obtain permits and Licenses, check on regulatory requirements before undertaking activities such as serving food at a special event, conducting a raffle, or starting a bingo night.   
19. The treasurer, be especially scrupulous about keeping personal funds (yours and others’) completely separate from organizational funds. 
20. The treasurer files all taxes.
21. Unlike the president and vice president the treasurer can opt to stay in the office as long as the members are in agreement by voting. 
22. The treasurer recruit the next treasurer. The treasurer does not serve indefinitely. 

Sergeant at Arms 

1. The Sergeant at Arms is selected by the members and will serve in the role for a 2 year term.  The Sergeant at Arms duties include, but not limited to:
2. The sergeant at arms is in charge with maintaining peace and enforcing all the rules and regulations. 
3. Sets a time limit for each member to speak in the meetings. 
4. It includes welcoming new members.
5. Setting up the meeting room.
6. Maintaining parliamentary order. 
7. Keeping meetings/events running smoothly.
8. Enforcing protocol and keeping meetings on track. 
9. Speaking up if the meeting drifts off-topic and keeping order during meetings. 
10. If the votes are by raised hands, the sergeant-at-arms counts the hands. 
11. If the meeting votes by ballot, they distribute, collect and count the ballots.  
12. Help keep events on schedule.
13.  This includes confirming the meeting and event rooms has been reserved, and then arriving early to set up the room.  
14. After the meeting/event, they restore the room to its original condition and close up shop.    

All parties involved are expected to comply with this policy to maintain transparency, inclusivity, and cohesion within the family unit.

This policy shall be reviewed annually to ensure its effectiveness and relevance in promoting family inclusivity in meetings.